Child Careprovider Manual

Child CareProvider Manual

TABLE OF CONTENTS

OVERVIEW

SUSPECTED CHILD ABUSE OR NEGLECT (1-800-252-5400)

CONTRACTING WITH CCS

Provider Agreements

Types of Care Authorized

Enrollment Procedures

Attendance Tracking

Termination

Parent Share of Cost

Payment

Provider Fees

Policy Conflicts

Provider Responsibilities, Reporting, and Record Keeping Requirements

Provider Monitoring

CHILDREN WITH DISABILITIES

TEXAS RISING STAR PROVIDER CERTIFICATION PROGRAM

DISSATISFACTION WITH SERVICES

COMPLAINTS

APPEALS

APPENDIX 1 Parent Eligibility and Enrollment Process

APPENDIX 2 Sample Provider Agreement……………………………………………………………………..………….15

OVERVIEW

Workforce Solutions Deep East Texas is a business-led organization with a 31-member Board of Directors (Board) representing local area businesses, organized labor, community-based organizations, education, economic development organizations, and state agencies. The Board is responsible for public workforce services within the 12-county deep east Texas region. Those counties are Angelina, Houston, Jasper, Nacogdoches, Newton, Polk, Sabine, San Augustine, San Jacinto, Shelby, Trinity, and Tyler. Workforce Solutions Deep East Texas is one of 28 local workforce development boards that, together with the Texas Workforce Commission, make up the Texas Workforce Network. The Board is committed to providing business with needed services and a qualified workforce and dedicated to providing services to individuals to prepare them to take advantage of job and career opportunities. Included in offering public workforce services is the provision of child care subsidies to eligible parents who are working or are in training.

Workforce Solutions Deep East Texas contracts with GoodwillIndustries of Central East Texas to be the Child Care Services (CCS) contractor in the Board area. Goodwill uses the name Workforce Solutions Deep East Texas Child Care Services, which will be referred to as CCS throughout this manual. CCS services are provided mainly through a call center in Jasper, Texas. CCS determines eligibility for low-income parents, monitors child care attendancethrough the CCAA system, overseesthe Texas Rising Star Program, and offers technical assistance to child care providers. Payments to providers for CCS-referred children are made from the Board office using data collected by CCS.

Funding for child care subsidies comes from a variety of federal and state government programs, including the Department of Health and Human Services, Department of Agriculture, TANF, SNAP, and the Texas Department of Family and Protective Services.

The rules dealing with child care subsidies in Texas are determined by the Texas Workforce Commission. The rules may be viewed at the CCS office or online at When the rules allow for local flexibility, the Workforce Solutions Deep East Texas (Board) determines local policy in board meetings that are open to the public. Local policy is incorporated into this Provider Manual and is also available to be viewed at the CCS office or at Providers who have questions about this Child Care Provider Manual or other program issues should contact CCS.

SUSPECTED CHILD ABUSE OR NEGLECT (1-800-252-5400)

Everyone in Texas is required by law to report suspected child abuse or neglect. If the suspected abuse or neglect happens while the child is in care with a provider, the TDFPS Child Care Licensing or a local or state law enforcement agency must be notified. If the CCS receives a complaint of abuse or neglect against a provider, CCS will encourage the caller to report the abuse or neglect to TDFPS Child Protective Services via the 1-800 line.

If a provider suspects abuse or neglect of a child is happening away from a facility, the individual who suspects the abuse or neglect must immediately report the suspicion to TDFPS Child Protective Services via the1-800 line.

Providers may not take any action against an employee for reporting suspected child abuse or neglect.

CONTRACTING WITH CCS

ProviderAgreements

Providers who are willing to accept CCS payments and requirements must sign a Provider Agreement. The Provider Agreement sets forth the terms and conditions under which CCS may refer children to providers for child care services and reimburse providers for authorized child care. References to “providers” in this manual referto child care providers who have signed a Provider Agreement.

Agreements are the basis of payment to providers for CCS-referred children. CCS may not refer or obligate funding prior to an executed Agreement.

To enter into an Agreement with CCS, a child care provider must meet the following requirements:

1. Operate under the authority of a licensing agency, either
2. the Texas Department of Family and Protective Services (TDFPS) for a licensed child care center, alicensed child care home, or a registered child care home; or
3. the Texas Department of Health (TDH)for ayouth camp;
4. the United States Military Service; and
5. Not be on corrective or adverse action or corrective denial with theTDFPS Licensing Division, the TDH, or the United States Military;and
6. Not have been found to be in serious non-compliance with, seriously deficient by, or debarred from any other State or Federal programs (such as the Child Care Food Program).

Child carebusinesses who are interested in signing an Agreement with CCS may call 1-800-256-1030 or 409-384-7731. CCS staff will collect necessary information,address any questions, and mail two originalProvider Agreements to the interested party for signature. Theinterested provider must agree to the terms and conditions, sign both copies of the Provider Agreement, and mail both back to CCS. CCS will sign both copies and return one of the original executed Agreements back to the child care provider.

The Provider Agreement is then in effect until terminated by one or both parties, as stated in the Agreement, or changed by Amendment. If the Provider Agreement is terminated because of a DFPS corrective action, the provider will be notified when they can request a new Agreement. The length of time before a new Agreement can be executed will depend on the reason for the termination and can be up to six months.

Types of Care Authorized

Part- and Full-time Care

CCS authorizes child care based on the amount of time needed by the parent to complete work and/or training up to a maximum of 18 hours of care per 24-hour day.

• A full day of care is 6 to 12 hours of care within a 24-hour period
• A partday of care is less than 6 hours of care within a 24-hour period
• A part week of care is either part or full time care for less than 5 days in a Monday through Sunday week

When determining if parents need full-day, or part-day care, CCS includes transportation time from the child care facility to the parents’ work, job training, or school.

CCS will refer parents on a variable or fixed schedule of at least three days, but less than five days per week, to a provider that offers part-week care, if available, or a provider that only offers full week care. If parents choose a provider that allows part-week care, then child care will be authorized around their schedule. Providers that only offer full week care will have child care authorized for five days per week. Providers must allow a part-day child to attend up to the full six hours and a full day child up to the full twelve hours.

School-Age Care

Part-day care before and after school hours is school-age care. School-age children may be authorized for before and after-school careor for summer care.

During school holidays or other breaks, children referred for part-day may need to attend full-time. If this type of care is with different providers for school days and school holidays, it will be two separate referrals. If the part-time school days and full-time care on school holidays is with the same provider, the reimbursement rate will be a blended rate. Blended rates are calculated as indicated in the Parent Agreement.

Summer care for school ages will be authorized based on the full- or part-time needs of the parents.

Enrollment Procedures

Federal law requires that parents be given a choice of providers. When an eligible parent chooses a provider and there is no waiting list,CCS:

1. Contacts the provider to be sure space is available, and if so,
2. Verbally authorizes the start date of care by giving the provider an authorization code, and
3. Sends the provider an Authorization for Child Care Enrollment (Form 2450) whichinforms the provider of the care start date, the parent share of cost, days and type of care authorized, and if transportation is authorized.

Providers must accept CCS-referred children if the children are within the age range the provider is licensed to serve, unlessaccepting the CCS-referred children will place the provider over group size for a particular age range or its TDFPS licensed capacity. Providers are prohibited from denying a child care referral based on the parent’s income status, receipt of public assistance, or the child’s Texas Department of Family and Protective Services (CPS) status.

Attendance Tracking

Child Care Attendance Automation System

Attendance is reported to CCS through the Child Care Attendance Automation System (CCAA) using a Point-of-Service device (POS) and a swipe card, unless the provider is a licensed or registered home provider.These facilities will use a phone system called an Interactive Voice Response (IVR) system. Attendance is automatically recorded and viewable on the CCAA website in real time using either method.

Providers will receive a packet containing information about the CCAA system. If the provider is a licensed center, the Texas Workforce Commission (TWC) will contact the provider concerning installation of the POS devices after the first child is enrolled.

Providers must:

• Never possess or use a parent’s or secondary cardholder’s CCAA card or personal identification numbers (PINS);
• Never perform the attendance/absence reporting function on behalf of a parent; and
• Maintain the POS machine and have it available for parents to use.
• Inform CCS of any consecutive absences that do not meet the Attendance Standards listed below.

Providers are required to review the CCAA system attendance and absence reportsat least every five calendar days as well as provide assistance to the parents when needed to help retain their customers.

The CCAA system allows parents to report daily arrival and departure. When care is authorized, parents will receive a swipe card and instructions on how to record attendances and absences. The POS machine and the IVR system will allow one of the following:

A - absent

I – ill

P - present (parent must report arrival and departure)

C - court ordered visit

H - provider holiday

When attendance is properly entered, the POS/IVR system will confirm the entry. If the parent does not receive a confirmation and needs assistance, the parent should notify CCS. Parents must also notify CCS if they have lost their card. Parents have up to 6 days to enter attendance for a previous day. Days where attendance is not recorded will count as an absence. This does not apply if a new card is being issued and has not arrived within 5 days, and the parent notifies CCS of non-receipt.When parents report absences using the CCAA system, the absences can be reported up to three days in advance. If using the POS system, absences can be recorded up to 6 days later.

Attendance Standards

Parents of CCSreferred children are required to notify the Provider of any days their children will not be in care.

CCSreferred children are expected to attend on a regular basis consistent with child’s authorization for enrollment and to meet the attendance standards set forth by the state consisting of fewer than:

• Five consecutive absences during the month; or
• Ten total absences during the month.

These absences can be for any reason and CCS occasionally notifies parents of the number of absences. Failure to meet these standards may:

• Result in suspension of care, at the concurrence of the parent; or
• Be grounds for determining that a change in the parent’s participation in work, job training, or an education program has occurred and care may be terminated pursuant to the requirements.

Providers will be paid for all absences in an authorized care year. If a child exceeds 65 total absences during the most recent eligibility period, then the child is not eligible for care at the next eligibility determination and shall not be eligible for care for 12 months from the end of the most recent eligibility period. Absences due to a child’s documented chronic illness or disability or court-ordered visitation are not counted in the number of absences for the eligibility year. Child care providers may end a child’s enrollment with the provider if the child does not meet the provider’s established policy regarding attendance.

When parents have a temporary change in the ongoing status of their work, job training and/or education activity, care will continue during their 12-month eligibility period. A temporary change shall include, at a minimum, any:

• Time-limited absence from work for an employed parent for periods of family leave (including parental leave) or sick leave;
• Interruption in work for a seasonal worker who is not working between regular industry work seasons;
• Student holiday or breaks within a semester, between the fall and spring semesters, or between the spring and fall semesters, for a parent participating in training of education;
• Reduction in work, training, or education hours, as long as the parent is still working or attending a training or education program; and
• Other cessation of work or attendance in a training or education program that does not exceed three months.

The Board may suspend child care services during interruptions in the parent’s work, job training or education status only at the concurrence of the parent. During suspension, enrollment with the provider is terminated, but the children remain eligible during the suspension period.The provider is not required to hold a space for the child(ren) on suspended enrollment. When the suspension period is over, the child resumes their eligibility period and may be placed with the original provider if space is available, or with another provider.

Termination

Except for a child experiencing homelessness, if the customer meets all of the applicable eligibility requirements for child care services on the date of the most recent eligibility determination or re-determination, the child shall be considered to be eligible and will receive services during the 12-month eligibility period. However, if there is a change in family income that exceeds the 85% of the State Median Income for their family size, or there is a permanent loss of work or cessation of attendance at a job training or educational program for more than three months, then child care will be terminated. Termination can only occur in these circumstances or if the parent voluntarily withdraws from the program.

In most instances, CCSwill notify the provider in advance that a child’s enrollment is to be terminated. However, there may be occasions when a child’s enrollment must be terminated immediately and CCS is unable to let the provider know in advance.

Parent Share of Cost

The parent share of cost (sometimes calleda parent fee) requires parents to pay part of the expense for the child care they receive. CCS determines the parent share of cost according to the family’s gross monthly income and family size. CCS informs providers of the amount of the parent share of cost, if any. Not all parents are required to pay a parent share of cost. Parent share of cost may be lowered temporarily when parents have extenuating circumstances that jeopardize a family’s self-sufficiency. CCS will notify the provider if a parent share of cost has been reduced and will adjust the reimbursement to the provider for that child.

Some parents receive other subsidies to help pay for child care. CCS will tell providers which parents receive an additional subsidy and the amount of the additional help, if known.

Providers must collect the parent share of cost and other subsidiesprior to services being rendered. Providers keep the share of cost they collect, and the amount of the assessed parent share of cost is deducted from the CCS reimbursement to the provider.

Providers are allowed to end a parent’s enrollment with the provider if the parent fails to pay the parent share of cost according to their established policy. Providers must notify CCS within two weeks or by the end of the billing period in which the parent did not pay the assessed fee, whichever is later, if they wish to discontinue child care for the child.Providers will not be reimbursed when parents do not pay the parent share of cost as required.