Coalition Connection: January Update

WEDNESDAY, JANUARY 13, 2021

PARTICIPANTS ARE ON MUTEPlease type your questions or

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Handouts are available for

download in the Handouts section of

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Just a little HousekeepingLos folletos están disponibles para

descarga en la sección Folletos en la barra de menús.

LOS PARTICIPANTES ESTÁN MUDOS

Escriba sus preguntas o comentarios en el panel de control del seminario web.

Agenda• Policy Updates & Proposed Rules• E-Verify• Annual Provider Profile Update• Teacher Stipends• Improvement Plans• VPK Pilot• Reminders & Announcements

• Actualizaciones de políticas y reglas propuestas

• E-Verify• Actualizacion de perfil de proveedor• Estipendios para maestra(o)s• Planes de mejoracion• Programa piloto de VPK• Recordatorios y anuncios

• Lobbies at our main office remain closed; family services are being offered remotely

• Most team members are working remotely –with full access to phone and email

• Technical assistance and certified coaching is being offered by phone and by video conferencing

• Professional Development & Training continues to be offered virtually; January trainings are being offered virtually

• On-site visits for Monitoring & CLASS observations are temporarily on hold

• Child screening will continue to be offered virtually

January Operations• Los vestíbulos de nuestra oficina principal se

permanecen cerrados; los servicios familiares se ofrecen de forma remota

• La mayoría de los miembros del equipo trabajan de forma remota, con acceso completo al teléfono y al correo electrónico.

• Se ofrece asistencia técnica y coaching certificado por teléfono y videoconferencia.

• Entrenamientos profesionales se siguen ofreciendo de forma virtual

• Las visitas in situ para el seguimiento y las observaciones de CLASS están temporalmente en espera

• La detección infantil seguirá ofreciéndose virtualmente

Current Policy Changes Cambios de políticadue to COVID-19 actuales debido a COVID19• Payments based on enrollments for

open providers– Ended 09/30/20• Extended Paid Absences for SR with

no required documentation – Ended12/31/20• Waived Parent Co-payments – Ended

12/31/20• No 19-20 VPK readiness rate• New SR Curriculum requirement –

Resumed/Required• Redeterminations deadlines for

families – Resumed • VPK Assessments – Resumed • ASQs – Resumed• Child Assessment – Resumed

• Pagos basados en inscripciones para proveedores abiertos - terminaron el 30 de septiembre 2020

• Ausencias prolongadas pagadas para SR sin documentación requerida• Terminaron el 31 de diciembre 2020

• Copagos de padres exentos: terminaron el 31 de diciembre 2020• No habrá tasa de preparación de 19-20 VPK• Requisito del nuevo plan de estudios SR:

reanudado / obligatorio• Plazos de re-determinación para familias -

Reanudado• Evaluaciones VPK - Reanudado• ASQ: reanudado• Evaluación del niño: reanudada

• Care for First Responders – no renewals after 12/31/20; families may finish current referrals• Allowing “job search” to be a

reason for care for families–extended through 3/31/21• Allowing reduce work/school

hours for eligibility – extended through 3/31/21• SR Program Assessment &

Onsite Monitoring –On hold currently in Hillsborough

Cambios de política actuals debido a COVID19

Current Policy Changes due to COVID-19 (cont.)

• Cuido para el personal de primer auxilio: no hay renovaciones después del 31 de diciembre 2020 las familias pueden finalizar las referencias actuales

• Permitir que la "búsqueda de empleo" sea una razón para el cuidado de las familias - extendido hasta el 31 de marzo 2021

• Permitir reducir las horas de trabajo /escuela para la elegibilidad - extendido hasta el 31 de marzo 2021

• Evaluación del programa SR y monitoreo in situ: actualmente en espera en Hillsborough

Emergency Closures & COVID-19• If proper notification is given for

Emergency Closures due to COVID-19, programs may be reimbursed as follows:o VPK programs can be reimbursed up to 5

days total (cumulatively over the 540 hour program). Otherwise, missed hours can be made up.

o SR programs can be reimbursed for closures due to COVID-19, as long as, there continues to be a declared state of emergency

• Refer to the Emergency Closure Forms for required timelines to notify the ELCHC• Please communicate closure

information to your Contract Specialist

Proposed RulesOEL is holding Public Hearings via webinar regarding changes to the following State Rules:• 6M-8.301, Statewide VPK Provider

Contract• 6M-4.610, Statewide SR Provider

Contract• 6M-4.740, Program Assessment

Requirements for the School Readiness Program

• 6M-4.741, Program Assessment Threshold Requirements for the School Readiness Program

View proposed changes and sign up for hearings: http://www.floridaearlylearning.com/statewide-initiatives/proposed-rules

OEL está llevando a cabo audiencias públicas a través de seminarios web sobre cambios en las siguientes reglas estatales:• 6M-8.301, Contrato de proveedor de

VPK estatal • 6M-4.610, Contrato de proveedor de SR

estatal• 6M-4.740, Requisitos de evaluación del

programa para el programa de SchoolReadiness

• 6M-4.741, Requisitos de umbral de evaluación del programa para el programa de School Readiness

Vea los cambios propuestos y regístrese para las audiencias: http://www.floridaearlylearning.com/statewide-initiatives/proposed-rules

Reglas propuestas

E-Verify• Starting in January 2021, the State will require all

providers executing a new statewide VPK or School Readiness contracts to submit an affidavit regarding E-Verify*

• What is E-Verify? “E-Verify is an internet-based system that compares information entered by an employer from an employee's Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility”

• In the coming weeks, the ELCHC will be requesting that SR providers complete an acknowledgment that they were informed of these new requirements (for the ELCHC to stay compliant with our Children’s Board contract)

• For more information: https://www.e-verify.gov/employers/enrolling-in-e-verify

*Per section 448.095, Florida Statutes

2021-2022 Provider ProfilesBe on the look out from your contract specialist for information about 2021-2022 profiles

WHO NEEDS A PROFILE?Ø Anyone wanting a School Readiness Contract for 2021-2022Ø Anyone wanting a VPK contract for 2021-2022Ø Anyone who would like to be referred out to families for childcare

QUIEN NECESITA UN PERFILE?Ø Cualquiera que desee un contrato de School Readiness para 2021-2022Ø Cualquiera que desee un contrato VPK para 2021-2022Ø Cualquiera que desee ser referido a familias para el cuidado de los niños.

Esté atento a su especialista en contratos para obtener información sobre los perfiles 2021-2022

Perfile de proveedor 2021-2022

SR Enrollment Process Changes– Coming Soon

Pending Family Acceptance (PFA) -• OEL will soon start enforcing the requirement that families sign the terms of conditions

and the payment certificate to finalize the SR enrollment• Providers will temporarily not be able to enter attendance/be reimbursed for a child

whose family did not complete this step with the following exceptions:1) new PFA enrollments with BG1 or BG3R billing group (at-risk)2) existing PFA enrollments that have already been submitted for attendance

• Families will receive notifications every 5 days until the payment certificate is signed• Providers will be able to process attendance and be paid for these enrollments, but

not until the payment certificate is signed by the family

SR Enrollment Process Change• Providers will be Accepting Enrollments soon – additional details to come

Questions?Please type your questions or comments about any of the

information presented in the questions box in the Webinar

control panel.

Escriba sus preguntas o comentarios sobre cualquiera de la

información presentada en el cuadro de preguntas del panel de

control del seminario web.

Preguntas

Teacher Stipends• Early childhood educators are eligible for a

$75 stipend upon the successful completion of any of the following courses by June 30, 2021, or until the stipend funding is depleted. The maximum stipend an eligible participant can receive is $225. (3 courses/events x $75 = $225). Successful completion may include an end of course assessment or certificate of completion

• All application and stipend forms are available here

• The Early Learning Coalition of Hillsborough County will not be reviewing applications or processing stipends. Questions should be directed to Veronica Smith at 850-638-6131 or via email at veronica.smith@paec.org

• Flyer available here

SR & VPK Providers on Improvement Plans: Listen Up! • We have a county-wide issue with many providers

on improvement plans not meeting the requirements• These are high-stakes, meaning, if a provider doesn’t

comply, the ELCHC will be force to terminate their contract, per OEL rule & statute

• Failure to comply with • VPK Improvement Plans = removal from the program

for 5 years• SR Quality Improvement Plans = removal from the

program for up to 5 years• Contact provider.relations@elchc.org if you have

questions about your QIP or VPK Improvement Plan• Please make sure to check your emails linked to your

contracts and follow up with requests

VPK Progress Monitoring Pilot• Participants of this program

received an update for the assessment window:• The assessment window is now

to begin on January 11, 2021 and end on February 12, 2021• Questions? Contact Renaissance

Place Help Desk is available at 1-800-338-4204 or PilotVPK@renaissance.com

• Los participantes de este programa recibieron una actualización para la ventana de evaluación:• La ventana de evaluación ahora

comenzará el 11 de enero de 2021 y finalizará el 12 de febrero de 2021• Preguntas? Póngase en contacto

con la mesa de ayuda de Renaissance Place, disponible en el 1-800-338-4204 o PilotVPK@renaissance.com

Piloto de monitoreode progreso de VPK

Questions?Please type your questions or comments about any of the

information presented in the questions box in the Webinar

control panel.

Escriba sus preguntas o comentarios sobre cualquiera de la

información presentada en el cuadro de preguntas del panel de

control del seminario web.

Preguntas

Announcements & Reminders

ANUNCIOS Y RECUREDOS

SR Roster Submission Requirement• OEL requires all non-exempt School

Readiness providers to update their staff rosters in the Quality Performance System (QPS) every month

• This will be due on the 10th of every month. We recommend you do this when you complete your attendance

• Provider will be reminded if they miss the deadline. If the roster is not submitted after the reminder, we will be issuing a CAP

• If you have questions, please contact your Provider Quality Specialist

• OEL requiere que todos los proveedores (no exento) de preparación escolar actualicen sus listas de personal en el Sistema de desempeño de calidad (QPS) todos los meses

• Esto vencerá el día 10 de cada mes. Le recomendamos que haga esto cuando complete su asistencia

• Se le recordará al proveedor si no cumple con la fecha límite. Si la lista no se envía después del recordatorio, emitiremos un plan de acción correctiva (CAP)

• Si tiene preguntas, comuníquese con su especialista en calidad de proveedores.

Requisito de envió de Lista De personal de SR

For School Readiness and VPK providers inquiries about:• Enrollments• Eligibility• Redetermination• Reporting the Child Absences

Please contact our new Quality Assurance Team (below) for assistance

(S) Spanish Speaking

Families Services Contact Info for Providers

Información de contacto para Departamento de Servicios de FamiliasPara consultas de proveedores de VPK y preparación escolar sobre:• Inscripciones• Elegibilidad• Re-determinación• Informar las ausencias de los niñosPóngase en contacto con nuestro nuevo equipo de garantía de calidad (a continuación) para obtener ayuda.

Communication to Families• Family Bulletins are sent out monthly in an email

blast to families that sign-up at: https://www.elchc.org/families/

• Family Services Specialists communicate to families regarding SR eligibility, enrollment and more

• Please encourage your families to check their emails for messages from the OEL Portal or the ELC regarding their School Readiness or VPK Applications

Comunicación para Familias• Los boletines familiares se envían mensualmente por

correo electrónico a las familias que se inscriben en: https://www.elchc.org/families/

• Los especialistas en servicios familiares se comunican con las familias sobre la elegibilidad de SR, la inscripción y más

• Anime a sus familias a revisar sus correos electrónicos en busca de mensajes del portal OEL o del ELC con respecto a sus solicitudes de preparación escolar o VPK

Reminder: Upload Sign-in & Sign-out Sheets

• SR Providers that do not submit their Sign-in & Sign-out Sheets (SISOs) for the previous month by the 3rd business day of the following month may not receive payment.

• Upload a copy of SISOs in the ELCHC Portal Document Library, in the folder titled ‘SR Sign-in and Sign-out Forms’.

• When we discover missing sign-in & sign-out sheets, providers will have 72 hours to submit these records before costs/payment is disallowed for the month the records are missing

School Readiness VPK• VPK Providers should upload either the Long

or Short Parental Certification Form in the ELCHC Portal Document Library, in the folder titled ‘VPK Sign-in and Sign-out Forms’

• If a provider maintains daily attendance on sign-in and out forms or through electronic attendance tracking system, they may use Form OEL-VPK 03S (the Child Attendance and Parental Choice Short Form)

• If a provider maintains daily attendance through a different method, for example, if the instructor records daily attendance, they must use the Child Attendance and Parental Choice Long Form (Form OEL-VPK 03L)

Unusual IncidentsBoth VPK & School Readiness child care providers must notify the ELC of Hillsborough County when unusual incidents happen at their child care site. This notification must be made within one (1) business day and then a written report must be submitted to the Contract Specialist within three (3) business days. Providers may submit a copy of the licensing incident report to meet this requirement.

What is an “Unusual Incident”?

According to the Provider Contract, an unusual incident is defined as any significant event involving the health and safety of children under provider’s care. This could include COVID-19 outbreaks, injury of a (any) child at the provider’s site, litigation related to the provider’s VPK or SR services, accusations of abuse, etc.For more information see Rule 6M-4.610, F.A.C. Paragraph 80, Form OEL-SR 20 & Rule 6M-8.301, F.A.C. Paragraph 65, Form OEL-VPK 20

incidente inusualTanto los proveedores de cuidado infantil VPK como los de preparación escolar deben notificar al ELC del condado de Hillsborough cuando ocurran incidentes inusuales en su sitio de cuidado infantil. Esta notificación debe hacerse dentro de un (1) día hábil y luego debe enviarse un informe escrito al Especialista en contratos dentro de los tres (3) días hábiles. Los proveedores pueden presentar una copia del informe del incidente de licencia para cumplir con este requisito.

¿Qué es un "incidente inusual"?

Según el Contrato de proveedor, un incidente inusual se define como cualquier evento significativo que involucre la salud y la seguridad de los niños bajo el cuidado del proveedor. Esto podría incluir brotes de COVID-19, lesiones de un (cualquier) niño en el sitio del proveedor, litigios relacionados con los servicios de VPK o SR del proveedor, acusaciones de abuso, etc.For more information see Rule 6M-4.610, F.A.C. Paragraph 80, Form OEL-SR 20 & Rule 6M-8.301, F.A.C. Paragraph 65, Form OEL-VPK 20

Upcoming WebinarsVPK Refresher : Actualización de VPK

Wednesday January 27, 2021 1:00-2:00https://attendee.gotowebinar.com/register/2960169386285947148

New Provider/ School Readiness RefresherActualización de la preparación para la escuela / nuevo proveedor

Wednesday February 3, 2021https://attendee.gotowebinar.com/register/5082296097126524173

**Webinars will be presented in English

Questions?Please type your questions or comments about any of the

information presented in the questions box in the Webinar

control panel.

Escriba sus preguntas o comentarios sobre cualquiera de la

información presentada en el cuadro de preguntas del panel de

control del seminario web.

Preguntas