Face 2 Face Coalition Connection

December 3, 2012 Partnering to Support FAMILIES

Coalition Connection

• Agenda

• VPK Reminders

• VPK Reimbursement Monitoring Results

Special

Thanks…

“If you have always do what you have always done, then you

will always get what you always have gotten.”

• Michelle Sizemore, DOE

• Partnering for Young Children

• Implications of Performance Standards

• Teaching to Performance Standards

• Changing Habits and Working Together

• Questions and Answers

VPK and Partnering Across the Communities

Inclusion- Infant Toddler

Social Emotional

Connections

•HOLIDAY Stress- WHO and Why

•Holiday Stress-Busters –

• WHO, WHY, and WHAT

Finance and Accounting

VPK Reimbursement

VPK Reimbursement

• Internal Monitoring required:

• 100% of VPK Providers monitored quarterly

• If Provider uses long forms than long forms had to be submitted

• If Provider used short forms than sign in and out sheets had to be submitted

• Second Quarter-October for September

VPK Reimbursement

• Coalition completed Summer VPK as first Quarter Monitoring

• Monitoring announced 4 weeks in BLAST about needed documentation

• All documentation due October 25, 2012

• Monitoring dates have not changed since 2009

VPK Monitoring Monitoring Results

• Several Providers missing documentation for individual children

• This is the EXACT documentation that ELIS will require when DOE/FOEL sends team on site to monitor documentation files

• Staff time to track down documentation instead of completing other financial responsibilities

• Some providers needed contacting three times and a full month later before all required documentation received

Monitoring Results

• Had Coalition adhered to the October deadline, over $6,000 in VPK reimbursements would have been lost to Providers

• As of November 27th, three VPK Providers still required documentation

• Approximately $500 lost to providers due to not being able to provide documentation

Infant and Toddler & Inclusion

Mind in the Making • Why Social-Emotional Development

• Perspective Taking

• When do Children notice

Preferences of Others

• Social and Emotion

• When do children begin how others

think and the beginning of

understanding how other feel

• VISUAL SCHEDULES

• Points

Contact Warm Line

•Including

Children

in Messy

Play

School Readiness AUDIT

• SCOPE – Audits are more formal and

the focus is on financial statements impact

– TIMING

• Audits are completed after the fact, or after the close of a particular fiscal year

Monitoring

• SCOPE – Monitoring's target specific

areas of risk

– Monitoring occurs during the period of performance allowing for corrections to be made during the funding period.

Contracts

• Contracts and Compliance Updates

• School Readiness Curriculum Implementation

• Monitoring Tool Sent VIA Email and on Web

• Self Monitoring + October 10 – November 1

Contract Reminders

a. Contract Extension b. Non-Compliance 1. Any noncompliance = FINE and Reporting to DOE 2. Ratios, Direct Supervision, Background Screenings Insurance Enforcing Contract – Corrective Action, Withholding, and/or Termination 3. Programmatic Non-compliance (timeframes) d. FRAUD

• State Emphasis on CONTRACT FRAUD • NEW Day •General Types of Fraud as defined by the state

School Readiness

Monitoring

• School Readiness Curriculum Implementation and

• Monitoring Tool Sent VIA Email and on Web

• Self Monitoring + October 10 – November 1

Finance and Reimbursement

• CONTACT Vanessa Hadley

SR & VPK Provider Feedback Reporting

July thru September

Total Errors on

Feedback Form

Total Errors that

could be adjusted Total Errors Adjusted

844 405 46

• Provider Feedback Form

Note: 1. October adjustments have not been submitted

2. Errors that can't be adjusted include:

Attendance

Claimed after

termination or

before enrollment

Attendance claimed on

non-allowable calendar

days (VPK, school out

days only, etc.)

Attendance

claimed but child

was not signed

in/out

Rilya Wilson

Legal Requirements VS Coalition Payment Requirements

Reporting Rilya Wilson to DCF/CBC Required for Coalition Payment of BG1 Children

Child must be enrolled in EFS 1 Child's Name must be on attendance roster

One unexcused absent-must notify 2 Child must be enrolled in EFS

Seven excused absences-must notify 3 Rilya Wilson form must be submitted for each BG1 child if they had an undocumented absence

4 For payment purposes, there is no difference between excused or unexcused

5 Can pay for 3 absences if Rilya Wilson form is complete

6 Can pay for an additional 7 if additional acceptable documentation is submitted

School Readiness Partnership for MATCH

MATCH in Work Plan • Coalition may use other

county funding for Bay County Match (if designated as such)

• PROVIDERS as PARTNERS allows the Coalition dollars that would normally be spent to fulfill quality initiatives and requirements from our approved Work Plan, to be spent on slot dollars instead of Coalition salaries

Cash Match 1. Providers Donating Cash

1. Write check to Coalition

2. Designate cash donation as Bay County MATCH

3. Specify if you would like an In-kind/Donation documentation to be sent

4. Coalition will process and ensure donation supports Coalition MATCH requirements

Eligibility and Placement

• School Readiness Updates

SR Attendance and Reimbursement

October 2012 – BG8 – Income eligible families

County # Terminated # Reapplied

Bay 27 6

Calhoun 1 0

Franklin 2 0

Gulf 0 0

W/H/J 22 0

The Coalition has sent letters out to remind our parents/guardians of their recertification date in December and also informed them that they could call us for an appointment or come in as a walk-in during our walk-in hours. IF SR Providers Choose- YOU can REMIND: 1. Parents/guardians of their recertification date at least a week in advance (Not

very wise to remind them the day of). 2. If parents want an appointment they can call or email us. You, as the provider,

can also email CINDY to schedule appointment for them. 3. Them of the walk-in hours as listed below.

Walk in Times (hours/days)

• Panama City Office Monday – Thursday

– 7:00am – 2:00pm

• Blountstown Office Tuesday – December 11th – 10:00am – 2:00pm

• Franklin County Office Thursday – December 20th – 10:00am – 2:00pm

• Port St Joe Office Thursday – December 6th – 10:00am – 2:00pm

• Wewa Office Thursday – December 13th – 10:00am – 2:00pm

• Chipley Office Wednesdays – 9:00am – 2:00pm (DECEMBER ONLY)

• Marianna Office Monday – Thursday – 8:00am – 2:00pm

Executive Director’s Provider Advisory Group

• SCHOOL READINESS ENROLLMENT

• Currently- approx.. $100,000 over-budgeted for slots

• Currently- $30,000 under-budgeted for MATCH

• OCTOBER UTILIZATION PLAN

• Parents do not make appointments- go to WAIT LIST

• Parents NOT prepared for APPOINTMENT- GO TO WAIT LIST

• NOVEMBER UTILIZATION PLAN- if needed

Freeze Bay County Enrollment

Parent Skill-Building and

Community Awareness

Parent Skill-Building and Community Awareness

Parent Skill Building-

Coalition

• Coalition-Communication • What quality early

learning looks like

• Parents get the LANGUAGE to ask questions for their child

• Children’s Movement Washington County

Providers in Hat

Kid’s World of Chipley

• ARTKIDDOO

Parent Skill-Building-

Provider

• Coalition will begin to video scenarios

• Keep evidence of parent engagement/skill-building for documentation

• Survey your parents on issues that mean something to them

Child Assessments

Child Assessment

• Keep getting teachers trained and certified on TSG

• TSG Validation

• Mid-Assessments Parent Conferences paid for with proof of completed TSG

Communication

• Frequently Asked Questions – Survey about how to group

questions

– Majority of Providers will decide how to group and then Coalition will format accordingly