Agency Report Early Learning Coalition Executive Directors Meeting Tampa April 14, 2016

Welcome and Introductions ‒ Staff and Interested Parties ‒ Agency Organization Chart Rodney J. MacKinnon Executive Director 2 Executive Directors Meeting

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Contracted slots VPK for 5-year-olds 4 Legislative Update Executive Directors Meeting Tab #3 Tab #4

5 VPK Eligibility Executive Directors Meeting * Two years of eligibility

6 Information Services Melanie May Deputy Director Information Services Amy Mathis Project Manager Rob Kreps Application Development Manager Agency Report

7 EFS Modernization Project Update Progress since last ED meeting –Release 1.2 –Reporting tool evaluation Current development focus –Provider portal  Contracts  Dashboard  Document management library/uploads  Messaging  Provider profile

8 EFS Modernization Project Update

Provider Portal Demonstration EFS Modernization Project Update

Reporting Tool Demonstration EFS Modernization Project Update

12 Partner Update Association of Early Learning Coalitions Matt Guse President

13 Partner Update Head Start State Collaboration Office Presented by Stephanie Gehres Deputy Director Operations and Programs Office of Early Learning

Reorganization of the Office of Early Childhood Development (Excerpts from an ACF Briefing March 10, 2016) BROUGHT TO YOU BY FLORIDA’S HEAD START STATE COLLABORATION OFFICE ELC EXECUTIVE DIRECTORS MEETING APRIL 2016

15 Early Childhood Successes in the Administration State Advisory Councils Race to the Top - Early Learning Challenge Preschool Development Grants Early Head Start - Child Care Partnerships Joint Policy Statements - Developmental Screening, Expulsion and Suspension, Inclusion, Family Engagement, etc.

16 Early Childhood Successes in the Administration CCDBG Reauthorization – Release of Child Care Regulations Revised Head Start Performance Standards Designation Renewal System TA System Transformation Tribal Early Learning Initiatives Early Childhood Homelessness ECD-OHS-OCC Reorganization

17 Preschool Development Grants and Universal Pre-K Enrollment Competition – Waiting Lists Comprehensive Services Family Engagement Transportation Issues Teacher qualifications and compensation Data sharing – data privacy Sustainability Changing relationships

18 Relationships with State Agencies Long history No history Mixed history Changing relationships Responsibilities going forward

19 Reorganization Facts Creates some new divisions, while also combining and realigning several functions currently managed within the ECD-OHS-OCC offices In keeping with our two most recent collaborative efforts – the Early Head Start-Child Care Partnerships and our Training and Technical Assistance Transformation Responsive to GAO recommendation that HHS consider ways to improve efficiency and use of federal resources Retains the autonomy of the Head Start and Child Care identities

20 Why a Reorganization? EXTERNALLY The proposed reorganization will demonstrate a clear message to the field about –The alignment of Head Start and Child Care program goals –The unified focus of ensuring children receive quality service regardless of their program –A common message about the quality and expectations for services to all children and families INTERNALLY The proposed reorganization will facilitate –A clear, coordinated federal policy vision for early childhood –Alignment of quality goals and standards that cut across Head Start and Child Care programs –A unified training and technical assistance system –A shared national research agenda –Cross-pollination of ideas, innovation and best practices across Head Start and Child Care staff and programs

21 Office of Early Childhood Development (New organizational structure)

22 Office of Head Start (New organizational structure)

23 Office of Child Care (New organizational structure)

For more information, please contact Lilli Copp, Director Head Start State Collaboration Office

26 Partner Update Florida Department of Children and Families Samantha Wass de Czege Tab #2

Child Care and Development Fund Program Reauthorization Executive Directors Meeting April 14, 2016

Child Care and Development Block Grant (CCDBG) Act of 2014 was signed into law 11/19/14 Reauthorizes Child Care and Development Fund (CCDF) program for first time since 1996 CCDF is $5.3B block grant that gives funds to states to provide access to child care services for low- income families and improve child care quality Source: ACF Office of Child Care 28 What is it? CCDF Reauthorization

CCDBG Act of 2014 reauthorizes CCDF through FY 2020 and re-envisions program Focuses on balancing two purposes better 1.Promoting economic self-sufficiency for low- income families 2.Supporting children’s healthy development and school readiness needs 29 What is it? CCDF Reauthorization

Promote parent and family member involvement in their children’s development in child care settings Deliver high-quality, coordinated early childhood care and education services that maximize parents’ options and support Improve child care and development of participating children 30 Enhancing the purpose CCDF Reauthorization

Improving overall quality of child care services and programs by implementing health, safety, licensing, training and oversight standards Increasing number and percentage of low- income children in high-quality child care settings 31 Enhancing the purpose CCDF Reauthorization

Program advancements Defines health and safety requirements for child care providers Requires in-depth background checks on providers and inspection of facilities Calls for family-friendly eligibility policies Expects greater accountability and transparency for provider information to help parents better understand available child care choices 32 What is its scope? CCDF Reauthorization

Includes significant number of changes Some straightforward, simple to implement Others complex and to be phased in over several years 33 What is its scope? CCDF Reauthorization

Key reauthorization features Health and safety Criminal background checks Monitoring and inspections Training and professional development Eligibility policies Consumer education Source: ACF Office of Child Care Family engagement Increased quality spending Infants and toddlers Payment rates and provider payment practices Underserved populations Tribal provisions CCDF Reauthorization

Keeping children safe and healthy 1.Prevention and control of infectious diseases (including immunization) 2.SIDS and safe sleep practices 3.Administration of medication 4.Prevention/response to food allergies 5.Building and physical premises safety, including identifying electrical hazards, bodies of water and vehicular traffic 6.Shaken baby syndrome and head trauma 7.Emergency preparedness and response planning 8.Storage of hazardous materials and bio contaminants 9.Precautions in transporting children, if applicable 10.First-aid and CPR States must establish policies and provide training in these areas Source: ACF Office of Child Care REQUIRED IMPLEMENTATION DATE: Sept. 30, 2016 CCDF Reauthorization

Keeping children safe and healthy States must… Establish standards for group size limits and appropriate child-to-provider ratios Explain any exemptions to licensing and why exemptions do not endanger health and safety of children in care of such providers Establish pre-service (prior to initial service) or orientation (up to three months) training requirements appropriate to provider setting that meets all required areas (on prior slide) (Should be part of Professional Development Progression) REQUIRED IMPLEMENTATION DATE: Sept. 30, 2016 Certify that providers comply with child abuse reporting requirements REQUIRED IMPLEMENTATION DATE: Nov. 19, 2016 Source: ACF Office of Child Care CCDF Reauthorization

Criminal background checks… Requires state to conduct criminal background checks on all child care providers and their staff members Includes child care staff members who don’t care directly for children but have unsupervised access to children Conducted at least every five years Includes state criminal and sex offender registry and state child abuse and neglect registry in any state where staff member has resided over past five years Keeping children safe and healthy Source: ACF Office of Child Care REQUIRED IMPLEMENTATION DATE: Sept. 30, 2017 CCDF Reauthorization

Monitoring and regulatory requirements for licensed and license- exempt CCDF providers Licensed CCDF providers – conduct pre-licensure and annual unannounced inspection for health, safety and fire standards. License-exempt CCDF providers – conduct annual inspections for compliance with health, safety and fire standards Child care inspectors must be qualified and receive appropriate training Ratio of inspectors to providers must be sufficient to conduct timely visits REQUIRED IMPLEMENTATION DATE: Nov. 19, 2016 Results of monitoring and inspection reports must be user-friendly and maintained on public website REQUIRED IMPLEMENTATION DATE: Nov. 19, 2017 Keeping children safe and healthy Source: ACF Office of Child Care CCDF Reauthorization

Federal changes Q&A Q.What happens if Florida does not comply with new federal regulations by the deadlines listed? A. Secretary of the Administration for Children and Families (ACF) may withhold 5 percent of state’s CCDBG funds. The state may request an extension. There is also discussion of extending the deadlines. Q.How will ACF determine compliance? A.States will be required to submit and have their FY CCDF plans approved and may also be inspected by ACF. Submission deadline extended to Mar. 11, Source: ACF Office of Child Care CCDF Reauthorization

Federal changes Q&A Q.Does reauthorization still allow states to exempt certain providers from licensing requirements? A. Maybe. However, states must thoroughly explain reasoning for licensing exemptions in CCDF plan, including why exemption does not endanger health, safety or development of children in care. Any license-exempt provider serving CCDF children must still meet health and safety requirements in reauthorization. Q.Does reauthorization require group size limits or child-to-provider ratios? A. Yes. States will determine standards and be required to describe them in their CCDF plan. ACF recommends states refer to “Caring for our Children” to determine specific group sizes and ratios. Source: ACF Office of Child Care CCDF Reauthorization

Training and professional development Requires establishing professional development and training requirements Requirements should include ongoing, annual training and progression Requirements should include focus on social- emotional behavioral intervention models Should incorporate state’s early learning and development guidelines Source: ACF Office of Child Care CCDF Reauthorization

Promote family engagement/consumer education States must provide information on Quality of child care providers, if available Research and best practices in child development Meaningful parent and family engagement State policies regarding social and emotional development Explanation of developmental screenings and access to them CCDF Reauthorization

Promote family engagement/consumer education Transparency –Website with provider-specific information showing results of monitoring and inspection reports –Website describing licensing/monitoring requirements and background screening process –Reporting on # of deaths, serious injuries and instances of child abuse in child care settings CCDF Reauthorization

Phases in quality spending increase States must establish outcome measures and evaluate progress of quality activities States must spend quality funds on minimum of 1 of the 10 activities Continuous quality improvement CCDF Reauthorization

Continuous quality improvement Additional spending required for infants and toddlers Quality spending for improving supply and quality of programs and services for infants and toddlers Coordination with other programs serving infants and toddlers with disabilities CCDF Reauthorization

Grants and contracts Payment rates –Market rates versus cost estimation models –Tiered rates –75 th percentile of market rate versus # of children served Provider payment practices Equal access to high-quality care CCDF Reauthorization

Underserved populations Infants/toddlers Children with disabilities Non-traditional hours Homeless children High concentrations of poverty and unemployment Equal access to high-quality care CCDF Reauthorization

Health and Safety Monitoring (School Readiness providers) –Annually conducted by licensing staff Training Requirements (School Readiness providers) –Timeframes for completion of training –Increase in annual in-service training hours Background Screening (All providers) –New components used to determine qualification Group Size and Staff-to-Child Ratio (School Readiness providers) –Establish Group Size and Staff to Child Ratio HB 7053 – Passed CCDF Reauthorization

Any provider that accepts school readiness funds must allow the department or local licensing authority to perform inspections to verify compliance with health and safety standards Applies to licensed and license-exempt providers 49 Health and Safety Monitoring CCDF Reauthorization

Establish pre-service and in-service training requirements –School readiness child development standards –Health and safety requirements –Social-emotional behavior intervention models –Pre-service timeframes –In-service training 50 Training Requirements CCDF Reauthorization

Disqualification may not be removed and exemptions may not be granted for any of the specified crimes for all child care personnel (HB 1125) –Rescreening of child care personnel working with an exemption for background screening must be rescreened by Aug. 1, 2016 Employment history checks must be completed for preceding five years Search of criminal history records, sexual predator and sexual offender registry, and child abuse and neglect registry for any state in which the applicant resided in the past five years 51 Background Screening CCDF Reauthorization

All child care personnel must be rescreened under the new law requirements by September 2017 –Child Care Program Office and Background Screening Unit to create public awareness campaign on new law changes –Develop plan for implementation for rescreening for all personnel (estimated 58,000) –Advise regions of plan and timeframe for implementation –Technical assistance comment will be provided to add to inspection reports 52 Background Screening CCDF Reauthorization

Group size will be established by OEL and monitored during the annual health and safety visit –Applicable to school readiness providers only Ratio requirements will follow what exists in statute currently 53 Group Size/Ratio CCDF Reauthorization

Contract to Participate in School Readiness with local ELC Licensed Child Care Facilities Licensed Family Day Care Homes Registered Family Day Care Homes Religious-Exempt Child Care Facilities Non-Public Schools Informal Child Care Providers Public Schools (will be monitored by DOE) Other exempt/non licensed provider types 54 Provider Types Impacted CCDF Reauthorization

Specific templates will be used for license- exempt providers – Inspected Annually Licensed providers will have additional standards added to current templates – Inspected Annually Health and Safety standards will be adopted by OEL in rule 55 The Inspection CCDF Reauthorization

Caseload – Help is on the way! Training on Health and Safety Standards/Process prior to implementation Provider meetings to advise of change and impact 56 The Inspection CCDF Reauthorization

Both OEL and DCF must update existing rules re. health and safety, background screening and monitoring requirements Inspection templates will be developed for all new provider types Existing inspection templates will be updated with rule revisions and additional standards Training for newly hired licensing staff and supervisor in July 2016 Training current staff on policies, procedures and implementation Conduct provider meetings statewide on new law changes 57 So What Happens Next? CCDF Reauthorization

58 Questions Stephanie Gehres Deputy Director of Operations Office of Early Learning Samantha Wass de Czege Director Office of Child Care Regulation CCDF Reauthorization

59 Operations | Programs Stephanie Gehres Deputy Director Operations and Programs Agency Report Eligibility webinar recap

60 Courtnie Wheeless Director CCR&R and Partner Initiatives Erin Smeltzer Director School Readiness Katerina Maroney Supervisor School Readiness Policy Dr. Tara Huls Director VPK Agency Report – Early Learning Programs

CCR&R Service Delivery Child Care Resource and Referral

CCR&R Accessibility Report What accommodations do you make to serve families who may not be able to take time during your normal business hours? –Staff visits rural areas weekly to assist families as needed. –We facilitate contact with partner agencies for customers who have limited access when they need help with other resources. –Schedule special appointments before or after hours to meet the client’s needs. –Coalition staff trained CareerSource office staff to assist families with parent registration for VPK at their public kiosks across our coalition area. Parents are not only able to apply for VPK, but also use internet to access family portal, SR and CCR&R information, and an intake form if needed. Child Care Resource and Referral Tab #5

Ways to accommodate families who may have limited access to telephone, internet and/or transportation? –We have a local resource that provides monthly bus passes to which we refer the customers. –While doing community outreach if a parent informs coalition of any of these limitations, the coalition will conduct interview on site to find out information family needs and will mail the information. –Counselor has gone to the child care provider site to meet parent or meet in a public place. –All of our contracted child care providers have been trained on both the VPK and family portal and have offered families use of their computers/telephones. Child Care Resource and Referral CCR&R Accessibility Report

Community partners that help you assist families –Domestic violence shelters –Local churches –Homeless shelters –Local law enforcement –Head Start/Early Head Start –Local family websites (Fun 4 Kids, All About Kids) –Local news stations –Local Junior Leagues/Kiwanis/Rotary –Local colleges/universities Child Care Resource and Referral CCR&R Accessibility Report

Events your organization has attended, participated in or held within the last fiscal year that helped raise awareness about your programs. –Provider appreciation events –Teen parent meetings –Business professional/networking groups –Baby Court –Health fairs/community screenings –Back-to-school events –Children’s Week/Day Child Care Resource and Referral CCR&R Accessibility Report

Please let us know about any events you anticipate your organization will attend, participate in or host this current fiscal year that will help to raise awareness about your programs. –Immunization fairs –Homeownership fairs –Back-to-school fashion show –Family expos –Tax preparation/financial fitness fairs –Toy parades Child Care Resource and Referral CCR&R Accessibility Report

Please share any successful strategies your coalition employed to make your programs more accessible for families. –Staff are cross-trained to be able to assist clients in all their needs with trainings and be more visible in the community. –The Literacy Buddy program consisting of 180 volunteers has proven to be a great way for us to engage additional community volunteers, many of whom are business professionals. This equates to approximately 1200 hours a year of volunteer work to support early literacy efforts, and to reach young children who may not have access to books. Child Care Resource and Referral CCR&R Accessibility Report

Please share any successful strategies your coalition employed to make your programs more accessible for families. –Through partnership with Seminole County Community Assistance, the early learning coalition managed the eligibility and enrollment of the Community Services Block Grant (CSBG) to provide day camp scholarships to school-age children in Seminole County. –Our coalition has two mobile outreach vans. These vans are moving billboards that advertise the early learning coalition. We love early literacy, so we distribute books at all our events. When we participate in parades, we don’t throw beads, we distribute books. Inside the book we place flyers about some of our upcoming events. –We are waiting on permission from the Panama City Mall to schedule a time to set up an information booth across from their Child Playground to connect families to support related to their needs surrounding their young child. Child Care Resource and Referral CCR&R Accessibility Report

Please share any successful strategies your coalition employed to make your programs more accessible for families. –Listening to your families and giving them the help they need. Child Care Resource and Referral CCR&R Accessibility Report

Opportunities to offer CCR&R Eligibility determinations Family engagement events Provider meetings/events Provider conferences Social media Families on the waiting list Local business partners Any others? Child Care Resource and Referral

May Leadership Meeting Vroom training from Mary LaMantia, Vroom Partnership Senior Director, Child Care Aware CCR&R Update Trauma-Informed Care training, Multiagency Network for Students with Emotional/Behavioral Disabilities, USF and PACE CCR&R and inclusion coordinator cross-collaboration Child Care Resource and Referral

Infant/Toddler Network Inclusion Professional Development Early Learning Performance Funding Project Agency Report – School Readiness

Collaboration with coalitions and stakeholders Integration of current initiatives Integration of other agency/organization initiatives Coordinated system of services 73 Systems Building Agency Report – School Readiness

School Readiness – Systems Building Database Funding Inclusion System Infant/ Toddler System Stakeholders Health Care Family Engagement Professional Development System

Family Engagement/ Consumer Education Data Transition Screening/ Referrals Health Care Infant/ Toddler System Inclusion System Funding School Readiness – Systems Building

Upcoming Meetings –Infant/Toddler Workgroup 5/16 – Tampa 5/20 – Tallahassee –Inclusion Workgroup 5/17 – Tampa 5/19 – Tallahassee Steering Committee List School Readiness – Systems Building

Inclusion BPIECE out for comment/ feedback One Goal Presentation Summer pilot Agency Report – School Readiness Best Practices in Inclusive Early Childhood Education BPIECE Practitioners

Request for Information out Credential development 78 Professional Development System Update Agency Report – School Readiness

79 Current Status 688 applications –136 screened out –80 not selected 284 selected for Tier high-need providers in Tier 1 91 selected for Tier 2 47 high-need providers in Tier active providers as of March 28, 2016 Performance FUNDING Pilot – Year Two

Applications 4/11-4/22 Coalition Feedback by 5/6 Contract Execution 7/1/16 Project Start Date 8/1/16 Performance FUNDING Project – Year Three Timeline

DCF’s CARES: Child Care Administration Regulation and Enforcement System  ELC User Account Request Form  Request view-only access to CARES  VPK Provider Profile One-Pager  Describes process to update information  All VPK providers can be assigned a DCF ID through this process  CARES is connected with EFS (information updated monthly)  CARES will soon include –Class capacity –Number currently enrolled –Instructor credential for each VPK class under VPK tab Agency Report – VPK Tab #5

Readiness Rate Website Update   No public search functionality  Updated messaging for families  Providers/ELCs can log in to complete/update/ approve improvement plans Agency Report – VPK

Teaching Strategies GOLD Wind-Down  School-Year Providers  Post-assessment (AP3/Checkpoint 3) required  GOLD Training required (online, instructor- led)  Interrater Reliability (IRR) certification not required  Summer Providers  No requirement to complete GOLD  OEL/Teaching Strategies  upcoming messaging/webinars re: completing AP3 Agency Report – VPK

Administrative Rules Upcoming Workshops –Rule 6M-8.620, Voluntary Prekindergarten (VPK) Pre- and Post-Assessments  Thursday, April 21, 2-3 p.m. - Webinar –Rule 6A , Voluntary Prekindergarten Pre- and Post-Assessments  Thursday, April 21, 3:30-4:30 p.m. – Webinar –6M-8.210, Reenrollment for Good Cause or Extreme Hardship in the Voluntary Prekindergarten Education Program  Monday, April 25, 10:30-11:30 a.m. - Webinar Soon to Open –Rule 6M-8.301, Standard Statewide Provider Contract for the VPK Program Expected Workshop: Wednesday, July 20, 6:30-8:00 p.m. – One Goal Summer Conference, Tampa TBD: Webinar(s) Agency Report – VPK

Administrative Rules (continued) Expected Agenda Items for May 2016 State Board of Education Meeting –Rule 6M-8.603, Voluntary Prekindergarten (VPK) Provider Placed on Probation Good Cause Exemption –Rule 6M-8.700, Low-Performing Provider; VPK Program Improvement Plan and Implementation; First Year Probation –Rule 6M-8.701, Low- Performing Provider; VPK Program Second Year Probation Expected Agenda Items for June 2016 State Board of Education Meeting –Rule 6M-8.201, Child Enrollment Procedure for the VPK Program –Rule 6M-8.210, Reenrollment for Good Cause or Extreme Hardship in the VPK Program Agency Report – VPK

86 Financial Administration and Budget Services Lisa Zenoz Director Agency Report CCEP Update Budget Forecasting Model

87 Topics Invoice Process Desk Review Process Match Process TA Calls and Monthly Calendar New Projection Tool Check-in Restitution Process Upcoming Events –Travel Presentation –PFP Invoice Processing –Procurement Financial Administration and Budget Services

88 Invoice Support Desk Reviews Presented FY Desk Review Calendar Key Concepts –Minimize workload burden by timing data requests during non-peak invoice processing times –Five pre-scheduled essential communication points during each quarter so that ELCs can better plan for requests –Completed reviews within one quarter Financial Administration and Budget Services

89 Invoice Support Desk Reviews Five Scheduled Communication Points Sample Items requested by 5 th calendar day of each quarter Supporting documentation due by first working day of second month of quarter –Extends timeframe for ELC to gather and submit supporting documentation from two weeks to four weeks –Sufficient documentation to fully substantial the sampled expenditures must be submitted during this time frame, otherwise the sampled expenditures will be included as questioned costs in final letter Tentative Results ed by last working day of second month of quarter ELC response to tentative results by 7 th calendar day of final month of quarter Final Results letters will be sent by last business day of quarter Financial Administration and Budget Services

90 Summary and Adjourn Rodney J. MacKinnon Executive Director Executive Directors Meeting

Next meeting July 2016 Webinar