EARLY CARE AND EDUCATION PROVIDER S MEETING

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 6. Assessment Devereux observes classrooms and observes health & safety items Step 5. Self Study: Classroom Roster Step 4. Self Study: Staff Qualifications online in Portal Step 7. Quality Improvement Renewal

Next Steps for 2016 2017

WANT TO KNOW MORE? Visit our Quality Counts website at www.miamiqualitycounts.org Shared Resources (FREE access for all QC participants) www.sharedresourcesfl.org

Contact us: qualitycounts@elcmdm.org 305 646 7242

HOW TO UPLOAD DOCUMENTS FOR REDETERMINATION: 24

STEP 1. CLICK SUBMIT APPLICATIONS AND DOCUMENTS 12

A1 A2 AFTER SELECTING THE APPLICATION OF CHOICE, YOU WILL BE DIRECTED TO THIS PAGE. 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. 13

Slide 13 A1 A2 where is the one that says ELC docs as well?? Author, 3/21/2016 done Author, 3/22/2016

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

A3 A4 1 CLICK REDETERMINATIONS. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 15

Slide 15 A3 A4 I need you to add the tip of message that appears at the top of the page that documents are uploaded successfully Author, 3/21/2016 done Author, 3/22/2016

A5 A6 1 CLICK PARENT PHOTO ID AND CLICK ADD DOCUMENT 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 16

Slide 16 A5 A6 I need you to add the tip of message that appears at the top of the page that documents are uploaded successfully Author, 3/21/2016 done Author, 3/22/2016

A7 A8 1 CLICK PAYSTUBS AND CLICK ADD DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 17

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A9 A10 1 CLICK SCHOOL DOCUMENT AND CLICK ADD DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 18

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A11 A12 1 CLICK CURRENT UTILITY BILL THEN CLICK ADD DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 19

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A13 A14 1 CLICK BIRTH CERTIFICATES CLICK ADD DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 20

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

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

A15 A16 CLICK MISSING DOCUMENTATION AND CLICK ADD 1 DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 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. 23

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A17 A18 1 CLICK ADDITIONAL DOCUMENTS AND ADD DOCUMENT. 2 CLICK CHOOSE FILE AFTER SCANNING THE DOCUMENT INTO THE COMPUTER. THEN CLICK SAVE. 3 CONFIRM DOCUMENT LIBRARY SHOWS AT LEAST ONE DOCUMENT UPLOADED SUCCESSFULLY If a Family Support Specialist (FSS) requests any additional documents, scan them into Missing/Additional Documents folder. Make sure you see The file has been uploaded message at the top of the page. 24

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Now Accepting Summer and Fall VPK 2016 and School Readiness 2016 2017 Contracts Now Accepting Contracts for Summer VPK 2016 until March 31, 2016: Summer 2016 VPK Requirements Now Accepting 2016 2017 Contracts for School Readiness until April 20, 2016: School Readiness Requirements 2016 2017 Now Accepting Contracts for Fall VPK 2016 2017 until April 20, 2016: Fall 2016 VPK Requirements

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, 2016. Non Traditional School Year programs must enter scores online 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 2016 17 VPK Assessment Kits begins July 2016. Failure to comply will mean loss of VPK for 5 years.

VPK Update VPK Readiness Rates will not be calculated for 2014 15 and 2015 16. 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. 98.42(a) and (b); s. 1002.84(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)

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 signin/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/signout 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

QUESTIONS?