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Early Learning Coalition of Northwest Florida

Coalition Connection

You have brains in your head. You have feet in your shoes. You can steer yourself, any

direction you choose.

Dr. Seuss

Coalition Connection Agenda

Welcome and Overview of Day Richard Williams, AWI Workforce

Reimbursement, Fraud, and You! Pat Weyer, Eligibility Support and Fraud Prevention Supervisor

Licensing Updates, Maintaining Compliance Lee Anne Case, Department of Children & Families- Licensing

Coalition Changes and How they Impact You Coalition Communication Plan 2009-10

Coalition Changes

Coalition Regional Offices and Why

Family Support Changes

Provider Support Changes and Why - Intentional and Measurable

Reimbursement – New and Improved

Child Support Services

Provider Contract – To Breach or Not to Breach

Enhancing and Protecting Your Business

Pat WeyerEligibility Support and Fraud Prevention Supervisor

Agency for Workforce Innovation Office of Early Learning

(850) 921-3180

Licensing Updates and Common Noncompliance

Lee Anne CaseDepartment of Children & Families Child care Licensing

(850) 872-4440

Coalition Communication Plan

I have heard there are troubles of more than one kind.

Some come from ahead and some come from behind.

But I’ve bought a big bat. I’m all ready you see.

Now my troubles are going to have troubles with me!

Dr. Seuss

Coalition Connections

Face to Face SymposiumsAugust 2009

November 2009February 2010

May 2010

Conference CallsSeptember2009

December2009

March 2010

June 2010.

Early Learning ConferencesJuly 2009

October 2009January 2010

April 2010

Coalition Connection- “FYI”

Download from Coalition Webpage Monthly

First Page Money Matters

Second Page Compliance & Consequences

Third Page Business Information & Updates

Fourth Page Relevant Dates

Inserts Printable Information

Coalition Connection- More

Monday Morning Blast Hot Topics

Possible DCF Noncompliances

Provider Questions Opportunities

Upcoming Events for Week

Scholarships and College Schedules

From the Horse’s Mouth

Coalition Connection Warm Line

Provider Child Care Resource & Referral

Updates- Not completing this may cost you

Warm Line-Call w/ question or concerns

1-866-269-3022

Inclusion

Complete Observation Packet

Monday Morning Blast

Frequently Asked Questions

Provider Report Card

Semi-Annual

Public Record

Coalition Changes

You won't lag behind, because you'll have the speed

You'll pass the whole gang and soon take the lead.

Wherever you fly, you'll be the best of the best.

Wherever you go, you will top all the rest.

Oh, the Places You'll Go! (1990)

Coalition Regional Family Success Offices

Coalition budget reduced by $1,000,000 for the 2009-10 fiscal year

Board voted to INCREASE SR Provider Rates when 90% of Coalitions reducing RATES

Decision had to be made to reduce COALITION Operational and Administrative Costs in order to maintain Provider Rate Increase

Provider Rate Increase equaled an additional $500,000 being paid to Providers

Coalition Regional Family Success Offices

Regional Family Success

Office One


Office Two


Office Three

Jackson Wash Holmes

Calhoun Liberty N. Gulf

Bay S. Gulf Franklin

Coalition OperationsContracts

Finance & ReimbursementFamily Support

InclusionScreening SupportProvider Support

CCR&RFamily Support

CCR&RWarm Line- TAChipley Office

WHY Change ?Reduced Funding to Support

PROVIDER and PARENT

Coalition Funding reduced by $1,000,000

Board Voted to Prioritize:

School Readiness Slots (budget 75% actual 80% of School Readiness budget)

Services that demonstrated effectiveness and measurable SUCCESS

Enhance Support for Parents

Strengthen School Readiness Provider’s “business” opportunities and ability to sustain quality educational services

Coalition Changes

Last Year - Six Coalition Offices

Three Regional Family Success Offices

Last Year - Subcontract Reimbursement Services

Coalition completes Reimbursement

Last Year - Subcontracted Provider Training & TA

Coalition presents quarterly Coalition Connection Conferences

Technical Assistance scheduled through Provider

Last Year- Subcontracted Bay Cty Family Support

Coalition completes all Family Services

Coalition Changes Coalition Admin housed in Forest Park

Office Admin, Bay County Family Support,

Reimbursement, Inclusion, Infant &Toddler, and Teacher Child in 15th Street Office

Pre and Post Program Evaluations Coalition completes Annual Program Evaluations Coalition targets ITERS for all SR Providers

Coalition used Subcontractor Data Coalition purchased and implementing Customer

Information Management Systems to enhance Family Coordination & Support

Family Service Changes

Sometimes the questions are complicated and the

answers are simple.

Dr. Seuss

Coalition’s Family Achievement Process

Child Care Resource

and

Referral Services

Family Achievement

Goal Setting

Family Achievement

Plan by Social Worker

Includes services,

needs, referrals)

School Readiness

Eligibility

Determinations

Parent Education

Best You Can Be

Preview Survey

Ages and Stages

Developmental

ScreeningParent Completes

Parent Education

Best You Can Be

Review Survey

Leveraging

Change by

Following-up

on

Parent Goals

Family Support

Family Achievement Process completed with one person Eligibility completed by Specialist and Parent

Skill Building, Child Screening, and Family Achievement process completed by Social

Worker

Coalition follow-up on Family Goals

School Readiness Providers follow-up on Family Goals for a Quality Stipend

Provider Service Changes

Sometimes the questions are complicated and the answers are simple.

Dr. Seuss


Perception Shifts School Readiness Providers ONLY provide care

for the CHILD…

School Readiness Providers SUPPORT the “WHOLE” FAMILY

School Readiness Provider IS only a child care operator

School Readiness Providers ARE small businesses, offering a variety of services

Coalition is the liaison between the parent and the child

School Readiness Providers are the liaison between Coalition and Family


Provider Support Services = DATA Driven

Prioritize child care services for parents

Support achievement of the “whole” family by partnering with PROVIDERS

Support SR Provider Achievement Program Evaluation used by SR providers

to create Program Improvement Plans to enhance indicators of quality in Readiness programs

Support Providers in developing, implementing, and maintaining“Business Plan” for quality services

Lessons Learned… The ProviderStaff Development

SR Programs having staff that attended 2 or less trainings demonstrated same or better outcomes with:

DCF Inspection Reports

Program Evaluation Scores

Child Outcomes Scores

as those SR Programs having staff that attended 4

or more trainings (this includes Gold Seal designated providers)

The same 25% of School Readiness Programs attended 95% of Coalition - sponsored training

Coalition Staff Development Cost $95,000

Lessons Learned… The ProviderProgram Evaluation- Environmental Rating Scales

Pre-Program

Evaluation

Completed

167

$82,500

Mentoring

Plan

developed

FOR Providers

$84,000

Post-Program

Evaluation

Completed

167

$82,500

1. 90% of Provider scores increased between PRE &POST

annual evaluation with a mentoring plan and onsite TA

2. 98% of Providers did NOT maintain or increase Program

Evaluation scores between Post Program evaluation

of one year AND Pre Program evaluation of the next ( 4 months)

3. No EVIDENCE of sustained programmatic or administrative

growth or change for a Coalition Cost of $289,000

Technical

Assistance

10 hours of TA

per 50 Providers

$38,000

NEW Direction..

Treat School Readiness (child care) Providers as Small Businesses

Reduce third party subcontracting

Minimize Coalition staffing infrastructure

Develop and implement “Business Education Plan” for Readiness providers

Enter into written partnerships with communities’ Small Business Incubators and Workforce Centers to provide systematic support to Readiness providers

NEW Direction…Program Evals

Program Evaluation

All School Readiness providers

Annual rather than Pre & Post

ITERS Intentional Growth

SR Providers use scores to develop Program Improvement Plan (PIP)

SR Provider submits Quarterly Self Assessment of PIP for Quality Enhancement $

Coalition completes Random Onsite review

Provider & Child Services

Difference between the Two Models

FY 2008-09 Provider Support FY 2009-10 Provider Support

1. Child Assessments completed by Contractor

2. 15 Staff Total

3. Pre and Post (240) Program Evaluations completed by Contractor

4. Quality Mentoring Plans completed by Contractor

5. Training completed by Contractor

6. TA completed by Contractor

1. Child Assessments completed by SR Provider Partnership

2. 9 Staff Total

3. Coalition completes Program Evals

4. Program Improvement Plans completed by SR Provider

5. Training moved to SR Provider Business Stipend from Quality

6. TA- Existing Staff (On-Line, Inclusion & Warm Line) & Behavior Analyst - Quality

Coalition Reimbursement Plan

I'm sorry to say so but, sadly it's true that bang-ups and hang-ups

can happen to you.

Dr. Seuss

Coalition School ReadinessReimbursement Procedures

SR Providers will receive an Attendance Roster for the new month when Attendance Rosters are submitted for reimbursement

All Attendance Rosters must be submitted by 4:00 pm of the 2nd business day following the end of the month to Bay & Marianna Offices

Attendance Rosters may only be faxed to Bay County Office. Provider must verify Coalition’s receipt of fax

Approved sign in sheets, original Attendance rosters, and original absentee documentation must be submitted to Coalition by 4:00 pm by the 10th

calendar day of the month


IF Attendance Rosters are not submitted according to Coalition Timeframes, payment will not be paid until the next Reimbursement cycle.

Attendance Reimbursement WILL NOT be DELAYED for Providers who did not meet submission DEADLINES Provider Attendance Rosters are the LEGAL invoice to

the state for payment of services rendered Coalition employees will edit the Provider’s

Attendance Roster to ensure compliance with statute and policy

Coalition staff will NOT contact SR Providers for typical Attendance Roster issues

Submitted Attendance Rosters CREATE YOUR Cash Money


Submission of Attendance Rosters are the sole responsibility of the SR Provider SR Provider must obtain a receipt of submitted

Rosters from Coalition staff

Coalition staff may review submitted rosters for completeness but not correctness at the time of submission

Submitted Attendance Rosters must be submitted in the following format

SR Providers must contact local Coalition Office when a child has 5 or more consecutive absences

Submission Format for SR Attendance Rosters

School Readiness Provider Cover Sheet:

School Readiness Provider Legal Name & Address

Authorized official as listed on SR Contract

Person completing Attendance Roster

Listing of Submitted Documents, in order of submission

Listing of Absentee Information by child as submitted

Listing of Rilya Wilson Absentee Reporting, as applicable

SR Attendance Rosters Code

School Readiness Provider

School Readiness Provider Legal Name & Address

Authorized official as listed on SR Contract

Person completing Attendance Roster

Listing of Submitted Documents, in order of submission

Listing of Absentee Information by child as submitted

Listing of Rilya Wilson Absentee Reporting, as applicable

Submission Format for SR Attendance Rosters

Completed Attendance Roster

Legible

In Ink

Approved Absentee Documentation (Refer to page 5 number 37 in SR contract)

Failure to utilize Attendance Codes will result in nonpayment

Attendance Rosters will be printed according to Billing Groups effecting October

Coalition MUST COMPLETE the DAYS ATTEND column – Leave Blank

Submission Format for SR Sign In Sign Out Sheets

Completed Sign In & Out Sheets

Legible

In Ink

Absentee Information by child attached as required

Sign In & Out Sheets by Child

Electronic System must be printed out by child and signed by parent for reimbursement

You have brains in your head. You have feet in your shoes. You can steer yourself, any direction you

choose.

Dr. Seuss

Child Screening & Assessment

Child Screening and Support

Single Point of Entry

Front Desk

Child ID

Information

Permissions

The Play Room

ASQ when possible

Checklist on SR Children

FS/SW pick up Checklist for CS

Parent Education

Family Support/SW

Why Screening, Assessment, Evaluation

ASQ Score w/Parent

Score ASQ and Compare to FS/CS Checklist

Provide referral or additional Support to parent

Track Referrals for Wkly Child Screening Mtg

Child Screening Process

Front Desk

Child Badge Info

Data Spec

Play Room

Dev. Checklist

Health Glance

Child Spec

Wkly Child Success MeetingInclusion, CS,SW, Nurse

Referral Copies

Collected by FS/SW

Health Screening/AppTeacher Child Spec

CC Teacher SR Program

Monthly DATF Meeting

CCR&R Inclusion

TCS follows Up with Teacher

30 days

FS/SW Follows Up with Teacher

30 days

Data reports input and disseminated to Child Screening & Assessment Team

Child Assessment Birth – 3 Process

Training for all

I/T Caregivers on

Creative Curriculum (CC)

Dev. Assess. Spec.

Distributes CC to

SR Programs

Dev. Assess. Spec.

Collects CC from

SR Programs

Dev. Assess. Spec.

Reviews CC Results for

Referrals or Follow-UP

DAS Coordinates Health

Screenings of Children

Needing Referral

Referrals Coordinated with

FS/SW

Meets with Parents

Assessment Results,

Health Screens, Family

Goals reviewed at

Quarterly DATF Meeting

60 day follow-up with

Parents & Caregivers

Results to CIMS- CCR&R

FS/SW review dev.

Screening, assessment, and

health screening results

with Parent Goals- follow-

up to Board

Referrals Coordinated

with I/T Spec &

CCR&R Inclusion

Child Assessment Preschool

Training for all

Preschool Teachers on

4 Child Success

Dev. Assess. Spec.

Distributes Assess to

SR Programs

Dev. Assess. Spec.

Collects Assess from

SR Programs

Dev. Assess. Spec.

Reviews Assess Results

for

Referrals or Follow-UP

December

DAS Coordinates Health

Screenings of Children

Needing Referral

Referrals Coordinated with

FS/SW

Meets with Parents

Assessment Results,

Health Screens, Family

Goals reviewed at

Quarterly DATF Meeting

60 day follow-up with

Parents & Caregivers

Results to CIMS- CCR&R

FS/SW review Dev.

Screening, Assessment,

and Health Screening

Results with Parent Goals-

Follow-up to Board

Referrals Coordinated

with Teacher/Child Spec &

CCR&R Inclusion

Coalition Contracts


choose.

Dr. Seuss

Coalition School ReadinessProvider Contract Compliance

AWI OEL requires the Coalition to meet statutory requirements and best practices

The Coalition Voluntary Board approves a Work Plan that ensures the implementation of the Coalition's purpose, values, and mission through the implementation of specific family, provider, and child support services.

The Work Plan is submitted to AWI OEL for approval

AWI OEL monitors the efficiency and implementation of the Work Plan through established outcome measurements

These success of these Outcome Measurements are ensured through the School Readiness Provider Contract

Coalition School ReadinessContract Compliance

The School Readiness Provider Contract is a LEGAL document

Upon signing this document, you, as the Provider agree to abide by all of the requirements and clarifications assigned within, as the prerequisite for receiving state funding

The Coalition Voluntary Board considers this contract as an indication the Provider's ability to demonstrate business integrity and support the Coalition PURPOSE

Contract Noncompliance is progressive Consequences for noncompliance include, at a

minimum, a Provisional Contract, or a Probationary Contract, or Termination

School Readiness Contract and Noncompliance Policy is posted on Coalition’s Website & has been emailed to Providers

Contract Compliance Major Noncompliance 2009

Insurance Noncompliance largest financial impact on School Readiness Providers

Direct Supervision had the next largest impact on providers

Staff to Child Ratio had the third greatest impact to SR Providers

Attendance Monitoring – over 50% of SR Providers received an adjustment in the negative (SIGNATURE SIGN IN SHEETS)

Background Screening largest noncompliance for 2009/10

POST Noncompliance - must be POSTED for 30 days in conspicuous place - regardless of when the noncompliance is corrected

Emergency Plans


choose.

Dr. Seuss