EARLY LEARNING COALITION OF PALM BEACH COUNTY

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1 EARLY LEARNING COALITION OF PALM BEACH COUNTY Provider Meeting FEBRUARY 2018

2 Welcome Partner Updates Home Safe PB State College (Institute) PB State College (DCF) Early Learning Coalition Developmental Screening Provider Services

3 Developmental Screenings

4 Developmental Screening Requirements The Coalition is responsible for: Coordination with the child care providers to implement screenings for children ages six weeks to kindergarten eligibility. Providing the list of children that require screening to the provider with 30 calendar days in advance. Providing training and technical assistance to providers regarding the use of screenings tools and how to discuss results with the parents. Entering the child s screening data into an electronic system. Initiating individualized supports for children who show concerns based on their screenings results. The Provider is responsible for: Conducting the initial screening for children ages six weeks to kindergarten, within 45 days after the child s first or subsequent enrollment. Conducting subsequent screening at the child s half birthday and in the month of the child s birthday. Submitting the screening results packets to the Coalition along with the consent or decline (if needed) no later than 30 calendar days after the receipt of the tracking report. Notifying the parent s child of the screenings results in writing, including individualized supports such as ASQ activity developmental activities for parents. Maintaining the following documentation on child s file: * Screening summary forms * Consent/ Decline forms with the parent signature * Notification that the results were provided to the parent. Must include parent signature.

5 Developmental Screening Corrective Action Plan Failure to conduct developmental screenings for each child aged six weeks to kindergarten eligibility or to submit complete results to the Coalition with 30 days after the receipt of the tracking form will result in corrective action. 1 st occurrence- Technical Assistance will be provided. 2 nd occurrence- Corrective Action Plan with Technical Assistance will be provided. The Coalition will support the provider in creating a corrective action plan for ensuring compliance with the Rule 6M rd occurrence- Corrective occurrence- Contract Probation.

6 Home Safe Paolma Prata Liana Rodriguez HomeSafe 2840 Sixth Avenue South Lake Worth, FL Phone: (561)

PBSC Institute of Excellence Debra Strange 561-868-3670

7 PBSC Institute of Excellence Debra Strange Zach Scuderi

8 PBSC Institute of Excellence cont. Monica Walley Conscious Discipline Pilot

Palm Beach State College - DCF Lucia Adrian Program Director 561-868-4044

9 Palm Beach State College - DCF Lucia Adrian Program Director adrianl@palmbeachstate.edu Diana Lagos (Exam Coordinator Spanish) lagosd@palmbeachstate.edu

10 Trainings March

11 ELC Offices Parent Line: Family Services Locations: Riviera Beach Port Center at 2051 Martin Luther King Blvd Suite rd Floor Hours: Monday-Thursday 8-5:30pm West Palm Beach- Prospect Place at 3111 S. Dixie Hwy Suite 142 Hours: Monday Thursday 8-5:30pm Belle Glade 401 SE 2 nd Street Hours: Monday Thursday 8-5:30pm (closed from 12-1pm for lunch) Provider Line: Operation Hours: Location: Provider Services Monday-Friday: 8:30am-5:00pm 2300 High Ridge Rd, suite 115, Boynton Beach, Families/Parents: Call Center Hours: Monday-Thursday 8am-5:30pm Friday 8am-12pm

12 VPK Enrollments & Re-Enrollments Normal application processing times 5-7 business days. May take longer during high volume periods. (Ex. January, August, etc.) Re-enrollments(Transfers)are now done via the Family Portal. Normal processing times are 2-3 days except during high volume periods or when we are unable to verify last date of attendance/hours with current provider. Just a reminder- each family needs to use their own username and password. In the future all communication with a family will be via . Parents must have access to their Family Portal account using their own log in information.

13 CCR&R CCR&R Specialists are available to support providers in their efforts to support families. If you are trying to support a family and are not sure where to turn- Call us. If you need support with communicating with a parent about a particular resource - Call us. If there have been any changes to the types of services that you offer such as Winter, Spring or Summer Camp, please remember to update your profile. Parents generally contact us for information about available services in their area. Parent Line (561) option #1

14 Developmental Screening

15 Inclusion Services Onsite technical assistance at a child care provider. Phone technical assistance for parents and providers. Training to support parents and providers. WARM LINE: 1(888)

Unusual Incident Reporting Unusual incident notification - (report to ELC no later than the close of business on the next business day and submit written report within 3 business days from the date

16 Unusual Incident Reporting Unusual incident notification - (report to ELC no later than the close of business on the next business day and submit written report within 3 business days from the date of the incident.) An unusual incident is any significant event involving the health and safety of children under provider s care. Examples: accusations of abuse or neglect against the provider or staff; injury of a child that requires professional medical attention; notice of litigation where provider is named party or defendant and which relates to the provider s operation at any location where services are provided. REPORTING Call/ /Fax-Provider Services Contract Team **Failure to report will result in the termination of your contracts with the ELC.

17 Providers A-E and PBCSD Preschool Maureen McMahon Phone: Fax: Providers F-L and PBCSD Afterschool Providers M-Z and Lutheran Services Florida Madeline Davila Phone: Fax: Jon Geasey Phone: Fax: Provider Services Director Gina Carello Phone: Fax:

19 PAYMENT REMINDER Your Attendance invoice should be submitted for payment by what date each month? On or Before the 3 rd business day of each month Does that mean that the attendance is due on the same date each month? NO What happens if attendance is submitted after the due date? Your invoice may not be processed until the following month

VPK Updates VPK Readiness Rates Provider verification/dispute period is closed Feb 5 Feb 18 Coalition approval period Late March Preliminary Readiness Rates posted Late May Final Readiness

20 VPK Updates VPK Readiness Rates Provider verification/dispute period is closed Feb 5 Feb 18 Coalition approval period Late March Preliminary Readiness Rates posted Late May Final Readiness Rates posted Providers have 21 days from the posting of the final VPK Readiness rates to acknowledge POP status. Heather Sargent to host meetings to review improvement plan process and options.

21 VPK Updates continued The NEW Florida Early Learning and Performance Standards Birth to K anticipated to be released late spring for implementation in Fall Course available online

22 Provider Portal For 18/19 Fiscal Year we are ALL moving to the NEW OEL Portal. School Readiness and VPK Fall 2018/2019 and Summer 2017 contracts to be completed in NEW portal. Providers MUST complete 17/18 AND 18/19 Provider Profile before April 15 th, 2018

23 Why the change? Currently we use 3 different systems to process contracts, eligibility, enrollments, and payments.

24 OEL Provider Services Portal Unites the three systems into one web-based application. The OEL PROVIDER SERVICES PORTAL is the FAMILY PORTAL BUT now includes Providers. In order for the OEL PROVIDER SERVICES PORTAL to be fully implemented all contracted providers must be active and contracted in the new system. Providers WILL continue to use the current ELC Provider Portal to submit attendance, access documents and submit current year program changes.

25 PROCESS Provider registers for Portal Account ELC Activates Provider Account Providers completes, signs and submits Provider Profiles for 17/18 & 18/19 (Before April 15 th )

26 PROCESS ELC Reviews Provider Profile and makes account active ELC Initiates SR and/or VPK Contracts Provider reviews, signs and submits contracts

27 Provider Profile

28 How to get started NOTES: Provider needs EIN/Tax payer ID or Social Security number and License number to register account. NO DASHES Portal works best in Google Chrome OR Microsoft Explorer

29 Troubleshooting ERROR MESSAGES The license number belongs to a provider/business that is associated with a different taxpayer ID number. Contact ELC Provider Services to verify that the taxpayer ID matches the OEL database. The license number belongs to a provider that is already associated with a registered account. Contact ELC Provider Services provider portal account may have already been established. Account user name (must be valid address) user name is not available. Contact ELC Provider Services user name/ address may have been used in Family Portal.

30 Provider Dashboard

31 Managing Users

32 Roles Defined BUSINESS Administrator = Owner Edit profile and principal business information. Add Provider sites and users Submit profile updates Create contracts SITE Administrator= Director Edit profile associated with their assigned site Add users Cannot add a new site USER = Teacher, Office Support Staff Administrative tasks based on permissions granted by Business or Site Administrator

33 USERS Roles and Permissions Attach Profile Documents Create Banking Information Create Calendar Create Profile Create SR Contract Create VPK Contract Edit Banking Information Edit Calendar Edit Profile Edit Site Edit SR Contract Edit VPK Contract Manage ASQ Manage Document Library Manage Messages and Notifications Manager Other Modify and Submit SR Attendance Rosters Modify and Submit VPK Attendance Rosters Reports Review Attendance Rosters

34 Request Assistance User will not be able to edit the profile once the request for assistance is submitted Users are able to cancel the Assistance Request.

35 Next Step: Provider Profile 1. Click the Business dropdown menu 2. Click Business Info

36 Business Information 1. Business Name 2. Taxpayer ID number 3. Owner Information 4. Owner s Designee or Contact Person s Info 5. Business Ownership Type 6. Physical Address Information 7. Mailing Address Information 8. Payment Mailing Address Information

38 Getting Started: Profile 1. Click Profile dropdown menu 2. Click Provider Profile

39 Provider Profile Information entered into a provider s profile will be used to match parents to providers through the Child Care Resource and Referral (CCR&R) listing process. Providers that hold School Readiness and VPK contracts are required to complete an annual CCR&R update. The Profile completes that requirement. Providers will completed both 17/18 and 18/19 profiles.

40 Step 1: General Tab Basic information about your program and requests for School Readiness and/or VPK contracts.

41 Step 2:Facility Tab Enter contact information for staff responsible for different aspects of the business.

42 Additional Facility Contacts Additional contacts can be added to the profile. At the bottom of the Facility page Assigning contact type

43 Step 3: Services Tab Provider enters information on the ages of the children in care and different provider services.

44 Step 4: Curriculum Tab Providers may choose multiple curricula from the list. If provider is a school readiness provider, an approved curriculum must be chosen. If your curriculum is not listed choose Other.

45 Step 5:Fees & Discounts Tab Fees assessed to the parent. Provider should enter all applicable fees but is not required to input any fees or discounts if none exist. The only required field is Family Discount Offered. And None can be selected.

46 Step 6: Hours of Operation Tab Select days of the week and then input hours for each day. System defaults to 6:00am-6:00pm. Add any enhanced schedule items.

47 Step 7:Staffing & Capacity Tab Providers should enter the highest number of teachers and children for all classrooms for each care level. This tab does NOT calculate staff-tochild ratios.

Step 8: Private Pay Rates Tab These rates will be utilized in the contracting process if the provider enters into the School Readiness contract.

48 Step 8: Private Pay Rates Tab These rates will be utilized in the contracting process if the provider enters into the School Readiness contract. SR Daily Rate Helper button will automatically calculate the rates based on the Full Time Monthly Rates or Full Time Weekly Rates, and Part Time Weekly Rates.

49 Step 9: Closures Calendar Tab Select all closure days. Once selected the date will change from white to blue. ELC paid holidays will be shaded gray. Providers do not need to select Saturdays and Sundays on the calendar if not open on those days. Reimbursable holidays will be selected during the contract process if provider enters into a School Readiness contract.

51 Step 10: Documents Tab Used for uploading documents for ELC review. Based on the data entered in the profile the Documents tab will display types of documentation that needs to be uploaded to support the SR or VPK contract. Up to 5 documents may be uploaded for each document type. Document file size cannot exceed 2MB.

53 Step 11:Review Tab After Reviewing the information for each section, user must click the NEXT button to continue. Click the + to expand and the to collapse each section. Click the Button to navigate back to that section.

54 Step 12: Sign and Certify To submit the profile the Full Name must exactly match the name entered on the Manage Users page and check the Check box to certify by electronic signature check box and click the Submit button.

55 Profile Years On January 1 each year a new program year will open. System will default to the 17/18 program year for the profile. Once the 17/18 program year is submitted please click the button. Data will migrate from the 17/18 profile to the 18/19 program year. We need both the 17/18 and the 18/19 profiles completed to begin re-contracting.

56 Congratulations The Profile for your site have been completed and submitted.

57 Getting Started: Contracts Contracts are populated by information in the Active profile. Access Manage Contracts from the Contracts pulldown menu from the Provider Dashboard. After the ELC has initiated a contract, the user will click Manage Contracts.

58 VPK Applications & Contract

59 VPK Application The VPK App replaces the VPK 10, 11A & 11B forms. From Manage Contracts click the EDIT button

60 VPK Attendance Policy Upload VPK Attendance Policy

61 VPK Director VPK Director tab allows the user to add information and upload supporting documents for the VPK Director. Click Add New Director button to get started

62 Adding documentation Click Edit to Add Supporting Documentation

63 VPK Instructors Add VPK Instructor information and documentation

64 Adding VPK Instructor Documentation After the instructor has been added supporting documents can be added.

65 VPK Calendar Select start date, end date and any noninstructional days to reach 540 school year or 300 hour summer requirement. Click on VPK Calendar Tab and then Add Calendar

66 VPK Calendar When total hours reaches requirement you can SAVE.

67 VPK Hours VPK class hours can not exceed the 540 or 300. Days can be removed from the calendar by clicking on the day and labeling the day as a noninstructional day. Multiple days can be selected by clicking on one day and dragging across multiple days on the calendar. Click UPDATE to save.

68 VPK Class(es) Click Add New Class button. At least one Lead Instructor must be assigned to each class. Check the checkbox for the instructor in the class then enter the class start date and SAVE.

69 VPK Review Items can be edited during the review. Click EDIT button to make changes. Click Submit and Certify tab button to continue.

70 Certify and Submit VPK application Name must exactly match the name entered in the provider profile, enter phone number. Check box to submit electronically Click Submit VPK Provider Application Button

71 VPK Contract Return to Manage Contracts from Main Menu. Select VPK Contract and Click EDIT

72 VPK Contract VPK Contract will prepopulate provider and coalition information. Provider should review all pages of the VPK contract. Contract will populate choice of advance payment if selected during profile questions. Authorized Representative must be signed into portal to sign contract. Click the Box next to By Electronic Signature.

73 VPK Contract Additional box will pop up requesting title of the person signing the contract. Click Yes and Next Step.

74 VPK Contract Continue clicking Next Step, reviewing contract pages until you arrive at the VPK Contract Certification page.

75 VPK Applications & Contract submitted!

76 School Readiness Contract

77 SR Contract Starting from the Home page select Manage Contracts from the Contract pull down.

78 SR Contract Click Edit Button Business Administrator must be logged in to sign SR contract

79 SR Contract Contract Contact information

80 Multiple Sites

81 SR Contract Contract will display, highlighted areas will prepopulate from profile information.

82 SR Contract Paid Holiday selection list includes the 6 ELC selected holidays and the closure days indicated in profile. Enter the name of the holiday and if site is closed. SAVE

83 SR Contract Rates Private Daily Rates are pulled from the provider profile Private Pay Rate tab. Gold Seal information will be applied from selection on General Tab.

84 SR Contract Signing the Contract Business Administrator/owner must be signed in to finalize contract. Click the by Electronic Signature box Complete Title of Signature box and click YES

85 SR Contract Click NEXT STEP to review the contract Exhibits until the application certification page. Enter the name and title of the signatory and check the by Electronic Signature box and click Submit.

86 School Readiness Contract Submitted

87 CSC Scholarship Contracts The OEL Provider Services Portal is a statewide database and at this time is unable to accommodate local contracts. Members of Strong Minds or Prime Time s Quality Improvement Programs, select yes in # 4 on General tab of provider profile. These contracts will be completed outside the portal and copies uploaded for reference.

88 Need Additional Help? Sign Up Dates Tuesday 2/27 (1-3pm) Thurs. 3/1(9-11), (1-3) and (6-8pm) Tues 3/6 (9-11), (1-3) Thurs. 3/8 (9-11),(1-3) Tues 3/13 (9-11) BB & (6-8pm) Belle Glade Sign Up Dates Thurs 3/15 (1-3)&(6-8) Tues 3/20 (9-11)BB & (6-8pm Belle Glade) Thurs 3/22 (9-11) BB & (6-8 pm) Belle Glade Tues 3/27 (9-11) &(1-3) Thurs 3/29 (9-11)&(1-3) Thurs 4/19 (9-11)&(1-3)

89 Portal Assistance Providers A-E and PBCSD Preschool Maureen McMahon Phone: Fax: Providers F-L and PBCSD Afterschool Providers M-Z and Lutheran Services Florida Madeline Davila Phone: Fax: Jon Geasey Phone: Fax: Provider Services Director Gina Carello Phone: Fax: Additional Technical Assistance Support System Manager Claudia Calitto Phone:

90 Questions and Answers

91 Thank You!

Provider Portal User Guide. Version 2.5.1

Provider Portal User Guide. Version 2.5.1 Provider Portal User Guide Version 2.5.1 0 February 22, 2018 Table of Contents Document Overview... 3 Purpose of this Document... 3 Intended Audience... 3 What s New in this User Guide?... 3 Assistance...