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

2. 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

3. OEL Provider Services Portal

4. What is the OEL Provider Services Portal?
Same system used to complete 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: arning.com

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. Enrollment for VPK / School Readiness

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

13. 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.

14. Manage VPK Enrollments (cont.)
After October 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

15. 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.

16. 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

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

18. 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

19. 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

20. VPK / School Readiness Attendance

21. 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

22. 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

23. 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

24. 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

25. SR Attendance (cont.)

26. 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

27. Resources & Assistance
ELCHC YouTube Channel:
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: , press “1”
North Tampa Office Phone:
ELC of Hillsborough County
Phone:
Contact your Finance or Family Services Specialist for assistance with Attendance or Enrollments

28. THANK YOU FOR JOINING US!