EARLY CARE AND EDUCATION PROVIDER’S MEETING March 2016

Agenda  Quality Counts  Family Portal: Redetermination  Contracts: Deadlines  VPK  Provider Payments

QUALITY COUNTS MIAMI-DADE COUNTY’S QUALITY RATING & IMPROVEMENT SYSTEM (QRIS)

QUALITY COUNTS IS MIAMI-DADE’S QRIS measures the quality of early care and education (ECE) programs using several research-based standards of quality identifies a program’s current level of quality provides supports to programs to improve quality gives families an easy way to identify high-quality programs

OUR GOAL Improve the quality of early care and education programs in Miami-Dade County

QUALITY COUNTS PROCESS Step 1. Quality Counts Overview online in Portal Step 2. Eligibility check (automated monitoring of licensing status) Step 3. Quality Counts Application online in Portal Step 4. Self-Study: Staff Qualifications online in Portal Step 5. Self-Study: Classroom Roster Step 6. Assessment Devereux observes classrooms and observes health & safety items Step 7. Quality Improvement Renewal

Next Steps for

WANT TO KNOW MORE?  Visit our Quality Counts website at  Shared Resources (FREE access for all QC participants)

Contact us:

24 HOW TO UPLOAD DOCUMENTS FOR REDETERMINATION:

STEP 1. CLICK “SUBMIT APPLICATIONS AND DOCUMENTS” 12

AFTER SELECTING THE APPLICATION OF CHOICE, YOU WILL BE DIRECTED TO THIS PAGE. 13 1)Redeterminations: Use this tab to upload a School Readiness Application to renew services. 2)School Readiness Eligibility: Use this tab to upload a School Readiness Application for the first time. 3)Parent Photo ID: Use this tab to upload a government issued picture ID. 4)Paystubs: Use this tab to upload paychecks, work calendar with receipts or verification of employment. 5)School Documents: Use this tab to upload Validated School Documents (if applicable). 6)Current Utility Bill or Rental Lease Agreement: Use this tab to upload a Current Utility Bill, Rental Agreement or a valid proof of address. 7)Birth Certificates: Use this tab to upload birth certificates for all children under age of 18. 8)Missing Documents: Use this tab to upload any missing documents not submitted the first time. 9)Additional Documents: Use this tab to upload any additional documents such as court orders, child support statements, medical disability letters, etc. 10)ELC Documents: You can find in this tab any documents approved or provided from Early Learning Coalition. Such as eligibility documents.

YOU WILL SELECT ONE BY ONE AND UPLOAD THE PROPER DOCUMENTS. HOW TO UPLOAD DOCUMENTS: 14 The “submit” button will appear only if at a minimum a School Readiness Application and a Parent Photo ID are uploaded.

1 3 2 CLICK “REDETERMINATIONS”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. 15 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

3 2 1 CLICK “PARENT PHOTO ID” AND CLICK “ADD DOCUMENT” CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. 16 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

3 2 1 CLICK “PAYSTUBS” AND CLICK “ADD DOCUMENT”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN “CLICK SAVE”. 17 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

3 21 CLICK “SCHOOL DOCUMENT” AND CLICK “ADD DOCUMENT”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN “CLICK SAVE”. 18 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

3 2 1 CLICK “CURRENT UTILITY BILL” THEN CLICK “ADD DOCUMENT”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. 19 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

3 21 CLICK “BIRTH CERTIFICATES” CLICK “ADD DOCUMENT”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. 20 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

ONCE APPLICATION AND ALL SUPPORTING DOCUMENTS HAVE BEEN UPLOADED, CLICK “SUBMIT”. HOW TO SUBMIT APPLICATION FOR REVIEW: 21 The “submit” button will appear only if at a minimum a School Readiness Application and a Parent Photo ID are uploaded.

SUCCESSFUL SUBMITTED APPLICATION 22 ONCE ALL REQUIRED DOCUMENTS HAVE BEEN EUPLOADED THE MESSAGE BELOW WILL APPEAR.

3 21 CLICK “MISSING DOCUMENTATION” AND CLICK “ADD DOCUMENT”. CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. 23 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY Make sure you see “The file has been uploaded” message at the top of the page.

1 3 2 CLICK “ADDITIONAL DOCUMENTS” AND “ADD DOCUMENT”. If a Family Support Specialist (FSS) requests any additional documents, scan them into “Missing/Additional Documents” folder. 24 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY CLICK “CHOOSE FILE” AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK “SAVE”. Make sure you see “The file has been uploaded” message at the top of the page.

VPK Update  School Year VPK providers must conduct AP 3 of the VPK and the GOLD assessments.  Traditional School Year programs must enter all scores on-line by June 15,  Non-Traditional School Year programs must enter scores on- line within 15 days of the end of their program.  GOLD is not required for Summer programs.  Summer programs must still use the VPK Assessment Tool.  Ordering VPK Assessment Kits begins July  Failure to comply will mean loss of VPK for 5 years.

VPK Update  VPK Readiness Rates will not be calculated for and  Current Providers on Probation (POPs) will remain on probation and continue implementation of their approved improvement plan.  Office of Early Learning VPK will issue guidance to the Coalition detailing monitoring guidelines.  Guidance should be issued after the May 18, 2016 meeting of the State Board of Education.

PROVIDER PAYMENTS

School Readiness Absences under Section 4 of Rule 6M-4.500

School Readiness Approval of Absenteeism Form

School Readiness Approval of Absenteeism Form and Supporting Documents Upload

Collection of Parent Fees (Copayment) Under School Readiness  Under 45 CFR s (a) and (b); s (8), F.S.; Rule 6M-4.400, FAC; CCDF State Plan 2.4, for each parent who receives SR services, the coalition is required to assess a copayment based on family size and annual income according to the sliding fee scale approved by OEL.  Providers are now required to maintain records of the collection of these fees from the parents. This requirement is effective immediately.

Establishing and Maintaining Providers’ Reimbursement Rates Under School Readiness  Providers’ reimbursement rates are established at the lower of the published private rate submitted (or reported) by the provider in their contract, and (or) CCRR update form, inclusive of Gold Seal, (or) the Coalition's standard maximum rate (the lower of the two).  Providers’ reported PRIVATE RATES are subject to audit by the Coalition, State and Federal Funding Agencies.

Establishing and Maintaining Providers’ Reimbursement Rates Under School Readiness

Requirements for Parental Daily Sign- In and Sign-out

Requirements for Monthly Parental Sign-In and Sign-out Logs Submission (Upload)

 The Florida Office of Early Learning (OEL) has recently instituted a new directive that requires the Early Learning Coalition to review and reconcile all attendance that is submitted. This review and reconciliation must be done with the physical copies of the actual sign-in/sign-out forms that corresponds to each month's attendance submission. As a result, effective April 1, 2016, all attendance that is submitted must be accompanied by the corresponding sign- in/sign-out sheets for every child for whom reimbursement is being requested.  All required attendance documentation, including sign-in/sign-out sheets are to be submitted via the Provider Portal, no later than the third business day of the month following the month for which reimbursement is requested.  Incomplete documentation or attendance submitted without the accompanying sign-in/sign- out sheets will result in a delay in reimbursement until the following month.  In compliance with Early Learning Coalition policy, any attendance documentation submitted more than a month late will not be paid.

Requirements for Monthly Parental Sign-In and Sign-out Upload To facilitate the process of uploading the sign-in/sign-out sheets, the Coalition has created an additional folder in your provider portal account. This folder is found under the Document Library labeled "Sign In and Out Sheets" (Please see below snapshot).

SR Monthly Parental Sign-In and Sign-out Form

VPK Long Form

Contact Information

THANK YOU 37

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