Child Care Subsidy Program Changes are Coming… Subsidy Vendors and the New CCDBG Law

TODAY WE WILL TALK ABOUT… 2 … How subsidy vendors will be impacted by the new Child Care and Development Block Grant Act of 2014 (CCDBG Law) and our plans for implementation.

THE NEW CCDBG LAW 3 In November 2014, the CCDBG was reauthorized for the first time in 18 years. Changes in the law strengthen the health, safety and quality of child care for all children and families. Several new provisions which will be phased in over the upcoming year, impact all child care providers – including those serving only private-pay families.

EXPANDED ANNUAL HEALTH & SAFETY INSPECTIONS 4 For the first time in history, the federal law now includes inspection requirements that pertain to all subsidy vendors. Beginning in the fall of 2016 or early winter 2017, all subsidy vendors will undergo at least an annual inspection to ensure compliance with state health, safety, and fire inspections.

MORE COMPREHENSIVE CRIMINAL BACKGROUND CHECKS 5 By November 2017, all providers – including all child care program staff members who don’t directly care for children but have unsupervised access to children – must undergo a comprehensive criminal background check which will include an FBI fingerprint check for all providers.

ADDITIONAL HEALTH AND SAFETY TRAINING 6 Subsidy vendors will be required to participate in pre-service and ongoing training and professional development in specified areas, including:  Prevention and control of infectious diseases  Safe sleep practices  Prevention of shaken baby syndrome and head trauma  Prevention of sudden infant death syndrome (SIDS)  First aid and CPR

IMPLEMENTATION PLAN 7 Part 1: December 2015 Mail-out

DECEMBER 2015 MAIL-OUT RE: NEW CCDBG LAW 8 December 31, 2015: A Child Care Subsidy Program Mail-out was sent to current vendors. Included in the mail-out was the document, “Ten Things You Need to Know About the New CCDBG Law” and included the information provided in the previous slides.

DECEMBER 2015 MAIL-OUT RE: VENDOR AGREEMENTS Vendor Agreements 9 All current vendor agreements will expire on 05/31/2016. Because we are still working out the details for a “new” vendor agreements, we asked each vendor to agree to a one year extension of their existing agreement. The extension is effective from 06/01/2016 through 05/31/2017 or until such time a new vendor agreement is entered into.

IMPLEMENTATION PLAN 10 Part 2: Mandatory Vendor Meetings Every Saturday between July 7 th and October 29 th (except September 3 rd ) at least 1 (an AM and a PM session are scheduled on some Saturdays) Mandatory Vendor Meeting will be facilitated.

IMPLEMENTATION PLAN 11 Part 2: Mandatory Vendor Meetings AGENDA: Annual monitoring inspections (beginning November 2016) New Vendor Agreements with subsidy monitoring inspection requirements Pre-service training (existing vendors and all staff must complete the training within 1 year) First aid and CPR (existing vendors and all staff must complete the training within 1 year) Fingerprinting (…coming soon, 2017) …And other topics as time allows.

IMPLEMENTATION PLAN 12 Part 3 : “Go Live” [all dates are tentative & subject to change]  August 1, 2016 – New Vendor Approval Process  November 1, 2016 – [late 2016 or early 2017] Subsidy Monitoring Inspections Before we can go live, there are many ‘behind the scene’ activities that must be accomplished…

NEW VENDOR APPROVAL PROCESS 13 “How to Become a Child Care Subsidy Vendor” will be added to the Child Care Subsidy webpage at Any legally operating child care provider seeking information on how to become an approved vendor for the subsidy program will be referred to the website. The provider must compete and submit an Application for Enrollment to be a Provider of Subsidized Child Care form along with a copy of their current rate sheet and license/permit/certificate/exemption letter as applicable.

New Vendor Approval Process 14 1.Once the application is received and reviewed a New Vendor Approval Packet will be provided to the provider/applicant.  All applicants will be required to successfully complete a MANDATED Pre- service Training (approximately 12 hours – offered on-line – free!) prior to submitting the packet. 2.When the New Vendor Approval Packet is received by the subsidy program, an subsidy monitoring inspection will be scheduled and completed within 30 days. 3.After the inspection is completed and the applicant is determined to be in substantial compliance, the applicant will be APPROVED as a subsidy vendor.

MANDATED PRE-SERVICE TRAINING 15 We are working with the Penn State Better Kid Care Program to provide a FREE on-line Pre-service Training. The Pre-service training is a prerequisite for new vendor approval The Pre-service training will consist of separate modules covering the following topics:  Health and safety overview module (covering all training topics required in the CCDBG)  Foundations of child development  for child care center teachers or  for family child care providers  Inclusion: Exploring the meaning and the mindset  Recognition and reporting child abuse and neglect  Oral health  Introduction to subsidy A certificate will be issued when all modules are completed Tentative Go-Live Date…08/01/16

SUBSIDY MONITORING INSPECTIONS 16 4 We have been working closely with the Division of Licensing Programs to develop subsidy inspection requirements. The inspection requirements will ultimately become part of the subsidy regulation set…but the legislative process is s-l-o-w and cannot be completed in time to begin inspecting in November 2016 [fall 2016/winter 2017]. Therefore, the inspection requirements will be inserted into the Vendor Agreements until the regulation is approved.

NEW VENDOR AGREEMENTS In order to enforce the subsidy monitoring inspection requirements, the requirements will be inserted into the Vendor Agreements. When revised, there will be TWO Vendor Agreements; one for HOMES and one for CENTERS. Before the inspections begin in November 2016, each vendor will need to have accepted (signed/dated) a new agreement. To be in place by November 2016, the agreements must be – Approved by the Attorney General’s Office – Provided to the vendor at least 60 days in advance of implementation NOTE: We are activity exploring an “electronic” agreement that can be completed on-line by the vendor.

TRAINING FOR “OTHER” PARTNERS Child Care Aware & Local Ordinance Agencies In June 2016 a Train-the-Trainer/Reviewer session will be provided to Child Care Aware and all regional staff regarding the New Vendor Approval Process. In June 2016 a Train-the-Trainer/Reviewer session will be provided to the local ordinance approval agencies in Fairfax, Alexandria and Arlington regarding the New Vendor Approval Process.

TRAINING FOR “OTHER” PARTNERS DIVISION OF LICENSING PROGRAMS A training session, “Subsidy 101 for Licensing Inspectors” is being conducted for licensing inspectors and licensing administrators in each region.

TRAINING FOR “OTHER” PARTNERS LOCAL DEPARTMENTS OF SOCIAL SERVICES 20 8 Child care workers from the local departments will receive information on the Vendor Plan and Implementation during the Fall 2016 Quarterly Coordinator’s Meeting in their region.  Central July 22 nd  WesternAugust 29 th  EasternAugust 31 st  NorthernSeptember 23 rd  PiedmontSeptember 26 th

CONCLUSION Questions?? We will keep you posted on changes as final decisions are made Final reminder: Change in threshold for licensure § (Effective July 1, 2016) Definitions "Family day home" means a child day program offered in the residence of the provider or the home of any of the children in care for one through 12 children under the age of 13, exclusive of the provider's own children and any children who reside in the home, when at least one child receives care for compensation. The provider of a licensed or registered family day home shall disclose to the parents or guardians of children in their care the percentage of time per week that persons other than the provider will care for the children. Family day homes serving five through 12 children, exclusive of the provider's own children and any children who reside in the home, shall be licensed. However, no family day home shall care for more than four children under the age of two, including the provider's own children and any children who reside in the home, unless the family day home is licensed or voluntarily registered. However, a family day home where the children in care are all related to the provider by blood or marriage shall not be required to be licensed.