Welcome to the OEL Provider Services Portal Training: New Features for Summer 2018 Please silence your cell phones

Agenda When to begin using new features in the OEL Portal. Features Providers should continue to use on the ELCHC Provider Portal How current information will link to new OEL Portal Demonstration of new Features What’s new for Families in the OEL Portal

OEL Provider Services Portal

What is the OEL Provider Services Portal? Same system used to complete 2018-19 Provider Profiles and Contracts Statewide Online System to manage the CCR&R, School Readiness and Voluntary Prekindergarten (VPK) Programs OEL – Office of Early Learning, Florida Department of Education Link: https://providerservices.floridaearlyle arning.com

Provider Services Portal OEL Provider Services Portal ELCHC Provider Portal Coalition Portal Family Portal Note: Future functions include attendance, enrollment and ASQs ASQs Messaging Sign-in/out sheets

On July 2, 2018, Attendance and Child Enrollment Features will be available on the OEL Provider Services Portal

What features should VPK Providers continue to use on the ELCHC Provider Portal? Messaging the ELC Uploading Sign in/out sheets Summer VPK Enrollments and Child Terminations Summer VPK Attendance

What features should SCHOOL READINESS Providers continue to use on the ELCHC Provider Portal? Messaging the ELC Uploading Sign in/out sheets ASQs June’s SR Attendance

VPK Child Terminations What Features Should VPK Providers Use in the OEL Provider Services Portal? Now Provider Profiles Contracts Starting in July VPK Fall Enrollment VPK Child Terminations Starting in August VPK Fall Attendance

What Features Should School Readiness Providers Use in the OEL Provider Services Portal? Now Provider Profiles Contracts Starting in July SR Enrollment July’s SR Attendance* *Attendance can be entered daily, weekly or monthly

Enrollment for VPK / School Readiness

Enrollment Beginning in July all active SR & VPK enrollments on your attendance roster will be transferred to the new OEL Portal

Manage VPK Enrollments Starting July 2, 2018, to enroll VPK children providers must submit an “Enrollment Request” in the OEL Portal Providers enter information found on the Child’s Certificate of Eligibility (COE) Bulk Upload Option Available Keep COE 5 years, monitoring team will ask to see them.

Manage VPK Enrollments (cont.) After October 1 2018 COEs will no longer be accepted through the ELCHC Portal Once an Enrollment Request is submitted for a child, another provider cannot request to enroll with the same COE A child cannot be enrolled before the Issue Date on the COE

Manage VPK Enrollments (cont.) Any Enrollment Request can be cancelled before it is processed by the ELC Terminations should be processed on the Enrollments>Manage VPK Enrollments >Request/Change Enrollment tab Select “Terminate” to remove a child’s enrollment from a VPK Class Class Transfers are managed on this page as well Point out never attended, Change Start Date, Terminate, Class Change.

Manage School Readiness Enrollments Families can select their child’s provider in the Family Portal Provider can accept/reject the Enrollment The School District will approve enrollments The School District may enroll a child at a provider on behalf of the family/provider if requested Payment Certificates will be virtual on the OEL Portal

Check your OEL Portal Dashboard! SR Enrollment Request come in here along with contract changes, terminations, and other important information.

Manage School Readiness Enrollments (cont.) On the Enrollments>Manage SR Enrollments>SR Enrollments> View/Edit SR Enrollments tab Providers will be able to: End a Child’s Enrollment View the Payment Certificate >>Scroll to the Right to view these buttons

Summary of Enrollment in the OEL Portal Starting July 2, 2018, No More: VPK Termination Forms* VPK Class Transfer Forms* Uploading VPK COEs* (But Keep Onsite) Paper SR Payment Certificates Paper SR Provider Transfer Forms Paper Rosters for Adjustments INSTEAD: Use the OEL Provider Services Portal to make any changes to Enrollment for both VPK and School Readiness Emphasize keep COEs for 5 years *Except for VPK Summer Classes

VPK / School Readiness Attendance

Attendance Attendance will be submitted in the OEL Provider Services Portal Adjustments to Attendance/Payment will be processed differently than before ELC/SD cannot change attendance for providers No Exceptions: We are unable to process payments for Providers that do not submit attendance in the new portal

Start Submitting VPK Attendance for Fall 2018 in the New Portal System will automatically: Mark children as present, so providers only enter absences or terminations Populate VPK Class Holidays Attendance can be saved daily, weekly, or monthly New Legend: VPK Attendance will be broken down by class Attendance can be processed by individual child, not delaying payment for other children Start Submitting VPK Attendance for Fall 2018 in the New Portal

VPK Attendance (cont.) Note that it’s a calendar view. Can tell when there’s a weekend, easier to fill out. Button on bottom, Save, Save & Exit, Exit, Submit to Coalition

Start Submitting July’s SR Attendance in the New Portal When providers mark an absence, the system will prompt you to provide a reason and documentation, if applicable Attendance can be processed by individual child, not delaying payment for other children Attendance can be entered daily, weekly, or monthly System will automatically mark children as present, so providers only enter absences or terminations Start Submitting July’s SR Attendance in the New Portal

SR Attendance (cont.)

What’s New for Families in the OEL Portal? All School Readiness eligibility processes will be done online using the OEL Family Portal Apply for School Readiness child care services No more submitting/faxing paper packets for eligibility All required eligibility documents will be uploaded onto portal Ability to search and choose childcare providers Recertification Transfer child care provider Report/update changes We have flyers for families

Resources & Assistance ELCHC YouTube Channel: https://www.youtube.com/user/ELCHillsborough Training Videos Produced by OEL for Providers and Families Later this Summer: Recorded Webinar of this Training Series OEL Provider Services User Guide (link on Dashboard of the OEL Provider Services Portal Home Screen) School District’s School Readiness Services Net Park Office Phone: 813-744-8941, press “1” North Tampa Office Phone: 813-419-5391 ELC of Hillsborough County Phone: 813-515-2340 Contact your Finance or Family Services Specialist for assistance with Attendance or Enrollments

THANK YOU FOR JOINING US!