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Second Notice to Child Care Providers (05.15.12)

We want to be sure you are aware of this important information so we are sending this as a 2nd Notice.

Reminder: TOTS Payment Affected By Fiscal Year End Close
As we informed you last year due to end of the state fiscal year financial processes that must occur, there will be a delay in payments for Child Care Assistance Program (CCAP) providers during the final week of June 2012. Specifically, no payments will be made during the week ending June 29th. On or before July 6th, payments will be made for the week beginning June 10th.

This is an annual occurrence and we are informing you again so you can plan ahead. As always we appreciate your efforts on behalf of Louisiana's children and apologize for this inconvenience.

Be Prepared: Know What to do if a Hurricane or Other Disaster Occurs in Your Parish
If an emergency covers a large geographical area such as a parish or region of the state, DCFS will closely monitor conditions out of concern for your safety and for the safety of the children and families you serve. In the event of a potential disaster, take the following steps to prepare:

Reminder: Record Keeping and Retention
Please visit the department's website at www.dcfs.la.gov often for updates and information for child care providers. DCFS will also periodically broadcast messages via the POS device and IVR as needed.

Child Care Provider Reminders (04.24.12)

Reminder: TOTS Payment Affected By Fiscal Year End Close
As we informed you last year, due to financial processes required at the end of the state fiscal year, there will be a delay in payments for Child Care Assistance Program (CCAP) providers during the final week of June 2012. Specifically, payments that would normally be received by June 29th will not be made by that date. On or before July 6th, payments will be made for the weeks beginning on June 10 and June 17.

In order for you to plan ahead for this annual occurrence, we are informing you at this time. As always we appreciate your efforts on behalf of Louisiana's children and apologize for this inconvenience.

Be Prepared: Know What to do if a Hurricane or Other Disaster Occurs in Your Parish
If an emergency covers a large geographical area such as a parish or region of the state, DCFS will closely monitor conditions out of concern for your safety and for the safety of the children and families you serve. In the event of a potential disaster, take the following steps to prepare:

Reminder: CCAP Record Keeping and Retention
ALL documents for each CCAP child must be retained and available for at least three (3) years after close of the state fiscal year (July 1 through June 30) in which services are provided. This includes, but is not limited to, invoices, remittance advices, attendance logs, etc. adequate to insure that claims for matching federal funds are in accordance with federal requirements. DCFS may request these records and failure to make them available could result in disqualification for violation of the CCAP Provider Agreement.

Please be aware that other record keeping and retention of documentation may be required by other agencies or DCFS Licensing.

Reminder: Email Address Needed
Frequent communication is in everyone's best interest. Please be sure to provide an email address on all correspondence to support information sharing and be sure and visit the department's website at www.dcfs.la.gov often for updates and information for child care providers. DCFS will also periodically broadcast messages via the POS device and IVR as needed.

Updated Criminal Background Check Procedures (04.03.12)

The Department of Children and Family Services (DCFS), Division of Programs, Licensing Section is committed to providing protection, safety and quality care to children in out-of-home child care settings. The comprehensive hand-out about Criminal Background Checks that was referenced in the February 15, 2012, email to you has been revised to include clarifications regarding rap sheet and disposition information.

You are not required to submit the rap sheet and disposition information to the Licensing Section for approval; however, you will be held accountable for allowing an individual to work on the child care premises prior to and/or without documentation of a satisfactory criminal background check. If it is determined by Licensing that an individual was allowed to work on the premises prior to and/or without documentation of a satisfactory criminal background check, a criminal background check deficiency will be cited as a violation of the child care minimum standards and may result in the revocation of your license. Although you are not required to submit the rap sheet and disposition information to the Licensing Section for approval, you still may do so if you need assistance in interpreting the rap sheet and disposition information.

If you have any questions regarding this information, contact a Licensing Manager at (225) 342-9905.

Environmental Rating Scale Changes (03.26.12)

Effective May 1, 2012, there will be scoring changes for the Infant-Toddler Environmental Rating Scale (ITERS-R) and Early Childhood Environmental Rating Scale (ECERS-R).

The authors of the Environmental Rating Scale (ERS) have released a number of scoring changes for both the ITERS-R and ECERS-R. A more detailed explanation of each of the changes can be found in the following document that is linked below.

It is the owner/director's responsibility to maintain knowledge and understanding of the steps and requirements and to submit applications and information in a timely manner.

If you have any questions regarding a qualification or requirement of Quality Start, you are encouraged to contact your regional Child Care Quality Start Specialist or the Quality Start state office at the phone number listed below.

For assistance, call the Quality Improvement Unit at 1-888-LAHELP-U (524-3578) or (225) 342-0694 or send an email to dss.qualitystart@la.gov. Check the Quality Start website for updates and other information www.qrslouisiana.org.

Damage Reporting Procedure Following Flooding (03.16.12)

If your facility sustained any damage (water or structural) from the recent storms that moved through southwest Louisiana on Monday, please contact a Licensing Program Coordinator at 225-342-9905. An inspection and approval from Office of the State Fire Marshal and Department of Health and Hospitals is required prior to re-opening.

Important CCAP and TOTS Information (03.02.12)

Please be sure to review the following information carefully so that you understand these requirements. If you have any questions, please contact us at the information provided below.

Previous In/Out Transactions - DCFS will begin conducting reviews to assess the use of the Previous In and Previous Out process. Previous In and Previous Out transactions are only to be used in specific instances. The Previous In and Previous Out process was developed to allow parents to accurately record the time for school children and to be used in the case of an emergency. Failure of the parents to properly utilize the process may affect your payments. It is your responsibility to ensure that parents or their designees are scanning their children in when arriving and out when leaving care.

The attached letter may help you to communicate with parents about their responsibilities regarding previous in and out transactions.

Location of Child Care Provided - Please be aware that you must provide care at the location you entered on your Provider Agreement. Centers, schools, and family child day care homes have been approved at this location by the Office of State Fire Marshal and others as applies to the provider type. In-Home providers have conducted a specified inspection of that home and declared that it meets the requirements. Centers are also inspected by the Licensing Section to ensure that it is in compliance with health and safety regulations. It is your responsibility to inform DCFS Provider Directory Unit if you are no longer caring for children at the location you entered on your Provider Agreement. Failure to do so may result in disqualification from CCAP.

POS Device - The POS device may not be used at another location without approval from DCFS. Attempting to use the equipment at another location is also a violation of your current Provider Equipment Agreement and may result in loss of eligibility to participate in CCAP. You may be disqualified from receiving CCAP payments if you move the POS device from the designated location.

Equipment Agreement - DCFS will begin monitoring the provider usage of equipment to ensure compliance with the requirements of the Provider Equipment Agreement you signed. Section 2.5 of the agreement states "Provider agrees that it will at all times keep the Equipment in its sole possession and control". The Equipment shall not be moved from the Provider address(es) reflected on record with the State without prior authorization from State." Equipment issued for TOTS must remain at the location reflected on the licensing agreement and CCAP Provider Agreement. The equipment is NOT to be moved from this location. Exception: Only the mobile device used to record time and attendance for providers authorized to transport children may be off premises.

Residence of Family Child Day Care Home (FCDCH) or In-Home Provider and Child - A FCDCH or In-Home provider may not live at the same residence as a child for whom he/she is being paid by CCAP to provide care. A FCDCH or In-Home provider may not use the client's/child's residence address as a mailing address.

If you have any questions, email us at DSS.OFSProvider@la.gov or call 1-888-LAHELP-U (1-888-524-3578)

Criminal Background Check Requirements (02.22.12)

DCFS wants to remind you of the importance of obtaining satisfactory criminal background checks for your staff prior to them providing care for Louisiana's most precious resource, our children. For this reason, comprehensive hand-outs regarding criminal background checks have been posted below.  The hand-outs contain clarifications to the most frequently asked questions and important updates and reminders regarding criminal background check requirements and procedures. New information will also be included about how you can utilize your local sheriff's office to process fingerprints in certain designated parishes. The hand-outs will provide you with essential information that will assist you in maintaining compliance with licensing standards regarding criminal background check requirements.  It is imperative that each provider review this information.

Louisiana's Continuum of Early Learning & Development Standards (02.15.12)

Louisiana has developed standards of early learning and development to establish what children are learning and should be doing across the early childhood years. The continuum uses terms appropriate to the different stages of development and is aligned with the essential domains of school readiness - social/emotional development, language development, cognitive development and physical development. Each part of the continuum lays a foundation for the next step with the whole continuum depicting information about children from birth to age five.

We have updated our website to include Louisiana's Continuum of Early Learning and Development Standards. See the links below for the guidelines for children from birth to age four. Over time these documents will be updated and consolidated into one tool for use by educators and parents. Please check back often for updates and additional information.

Early Learning and Development Standards means a set of expectations, guidelines, or developmental milestones that - (a) describe what all children from birth to kindergarten entry should know and be able to do and their disposition toward learning; (b) are appropriate for each age group (e.g., infants, toddlers, and preschoolers); for English language learners; and for children with disabilities and or developmental delays; (c) cover all essential Domains of School Readiness; and are universally designed and developmentally, culturally, and linguistically appropriate.

GUIDELINES

Webinar on Tax Credits and Free Tax Filing for Staff and Parents (12.12.11)

Administration for Children and Families in Region VI of Dallas, Texas is sponsoring a webinar regarding tax credits and free tax filing for staff and parents. It will take place on Tuesday, December 13, 2011 at 12:00 p.m.

Diane Puderer will be speaking on topics including Internal Revenue Services, Stakeholder Partnerships, Education and Communication. Child care and Head Start directors and staff are encouraged to attend.

The webinar is free, but you must register by clicking the link below. You can also view the webinar flyer and presentation.

Change to Fire Marshal Inspection Procedure in Family Child Day Care Homes (12.07.11)

Effective January 1, 2012 the Department of Public Safety and Corrections, Office of the State Fire Marshal (OSFM) will have a new process for Family Child Day Care Home (FCDCH) providers to get a Fire Marshal inspection to participate in the Child Care Assistance Program (CCAP).  Click on the link below to view the letter regarding this new change.

Emgergency Rule (11.01.11)

On October 6, 2011, an emergency rule regarding emergency preparedness for Class A and Class B child day care centers was adopted.  This useful information will assist providers in developing their own multi-hazard emergency and evacuation plan to protect children in the event of an emergency.  Providers must comply with these new requirements by December 1, 2011.  Licensing Specialists will begin to verify compliance with the new emergency preparedness regulations on December 1, 2011.  Listed below is information about these new requirements and reference/tip sheets.

The Danger of Flu to Children (10.25.11)

To ensure that parents have information that will help them take appropriate precautionary actions, Revised Statute 46:1428 requires licensed child care facilities to make specified information concerning the influenza immunization available to each child's parent or legal guardian.

To fulfill the legislative requirement, download and print this 2011 influenza information sheet "Flu Facts," developed by Department of Health and Hospitals.

This information must be made available by November 1 to each child's parent or legal guardian by prominently posting it in an area of your center that is accessible to all parents and guardians. The information sheet shall be posted upon your receipt of the information.

Prepare for Tropical Storm Lee, Possible Flooding in Coastal, Low-Lying Areas (09.02.11)

Recently upgraded Tropical Storm Lee is moving toward Louisiana and is expected to make landfall, and possibly strengthen, in the next 48 hours.  Governor Jindal has declared a state of emergency in response to the potential flooding due to heavy rainfall that is expected with this system.  DCFS is closely monitoring Tropical Storm Lee out of concern for your safety and for the safety of the children and families you serve.  At this time, please take the following steps to prepare:

Be Prepared - Know What To Do If A Disaster Is Declared In Your Parish! (08.30.11)

As we watch the flooding recede from Hurricane Irene in the northeast, it is a good time to be sure that you know what to do in case a disaster is declared in your parish. When an emergency affects a large area such as a parish or region of the state, DCFS will put procedures into effect to protect the safety of children.

We have developed some Frequently Asked Questions (FAQs) and hope that you will review these now before a disaster strikes. These questions describe the process needed to prevent an avoidable lapse in CCAP payments and Child Care Licensing after a disaster. If a parish is declared a disaster, child care centers and family child care homes in that parish will be required to complete a Center or Family Child Care Home Re-Opening Form. This form will not be posted until a declaration of disaster is made.

Sign-in Sheets Required for Any Request for Manual Payment for CCAP (08.17.11)

Tracking of Time Services (TOTS) has been in operation for one year.  As a reminder, you must ensure that CCAP children are being properly checked in and checked out each day using TOTS.  If necessary, previous check-in and check-out can be completed by the parents or Household Designee for the current day plus the previous six days.  Effective immediately ANY INVOICE OR REQUEST FOR MANUAL PAYMENT OF ATTENDANCE NOT AVAILABLE THROUGH TOTS MUST BE ACCOMPANIED BY THE ATTENDANCE LOG(S).


The U.S. Consumer Product Safety Commission Approves New Crib Safety Standards (07.19.11)
In December 2010, the U.S. Consumer Product Safety Commission (CPSC) approved new mandatory standards for full-size and non-full-size baby cribs. This will affect the majority of cribs currently in use. All cribs in use in licensed and registered care settings must meet the new requirements by December 28, 2012.


Updates/Information about Fair Labor Standards (Updated 07.15.11)
The U.S. Department of Labor has asked DCFS to share with child care providers information about the Fair Labor Standards Act.

The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and youth employment standards affecting full-time and part-time workers in the private sector and in Federal, State and local governments. The Wage and Hour Division (Wage-Hour) administers and enforces the FLSA. The mission of the Wage-Hour Division is “To Promote and Achieve Compliance with Labor Standards to Protect and Enhance the Welfare of the Nation’s Workforce.”

Louisiana Advisory Council on Child Care and Early Education (Updated 06.16.11)
The Louisiana Advisory Council on Child Care and Early Education has released the draft minutes from its June 3, 2011, meeting.

Notice Regarding Payments to CCAP Providers (Updated 06.16.11)
We wanted to make you aware that there will be a temporary delay in payments to Child Care Assistance Program (CCAP) providers for the final period of June. This is due to end of the year financial processes that must occur at the end of each state fiscal year, which ends June 30. This payment delay will occur each year at this time because of end-of-year procedures.


Louisiana Advisory Council on Child Care and Early Education (Updated 06.14.11)
The Louisiana Advisory Council on Child Care and Early Education has released the final minutes from its March 18, 2011, meeting and agenda from its June 3, 2011, meeting.


Child Care Assistance Program (CCAP) - Emergency Preparation (05.13.11)
The Department of Children and Family Services (DCFS) is closely monitoring the situation regarding potential flooding on the Mississippi River and Louisiana's other waterways. With hurricane season now less than a month away, DCFS would like to remind providers to ensure that written procedures for emergencies and evacuations are in place and that Family Child Day Care Home providers and child care centers and their staff are adequately trained, equipped, and prepared in the event a hurricane or other disaster occurs. In addition, providers serving families receiving CCAP funds should be aware of their responsibilities regarding this
program.


Review Emergency Preparedness Plans (05.03.11)
DCFS is closely monitoring the situation regarding potential flooding on the Mississippi River and Louisiana's other waterways. Additionally, severe storms have recently impacted several parishes and hurricane season is now less than a month away. DCFS would like to remind providers to ensure that written procedures for emergencies and evacuations are updated and that you and your staff are adequately trained, equipped, and prepared in the event a hurricane or other disaster occurs.


Revised Criminal Records Requirements for Child Care Facilities (05.03.11)
Revised clarification to providers related to acceptable documentation of criminal records checks for Staff, Independent Contactors, Dept. of Education Employees, Early Start Service Providers, and CASA Volunteers and Staff.


Louisiana Advisory Council on Child Care and Early Education (Updated 04.12.11)
The Louisiana Advisory Council on Child Care and Early Education has released the draft minutes from its March 18, 2011, meeting and the final minutes from its December 10, 2010 meeting.


Louisiana Advisory Council on Child Care and Early Education (Updated 03.17.11)
The Louisiana Advisory Council on Child Care and Early Education has released documents from its December meeting and the agenda for a planned meeting on March 18, 2011.


Licensing Standards Revision Work Group (03.17.11)
A comprehensive revision of the minimum licensing standards for Class B child care facilities is underway. A Standards Revision Work Group representing a variety of child care programs will work on the project.  A two-day meeting will be held on March 22nd and March 23rd. Child care providers and interested parties may provide feedback/comment regarding the draft at DSS.RegComments@la.gov 

The meetings will be held from 10:00 - 4:00 and facilitated by licensing consultant Judy Collins. Meetings are held in Baton Rouge the Department of Children & Family Services, Iberville building located at 627 N. Fourth Street.


Licensing Section Publishes “Notice of Intent” regarding Class A Child Care Licensing Standards (02.25.11)
Notice is hereby given in accordance with provisions of the Administrative Procedure Act R.S. 49:950 et seq., the Department of Children and Family Services (DCFS), Division of Programs, Licensing Section proposes to amend the Louisiana Administrative Code (LAC) Title 67, Part III, Subpart 21, Chapter 73, Subchapter A. Licensing Class A Regulations for Child Care Centers. This Rule is mandated by R.S. 46:1401 et seq. which states that periodically the department must publish the current regulations or standards for Licensing Class "A" Regulations for Child Care Centers. This Subchapter A. Licensing Class "A" Regulations for Child Care Centers are being repealed and replaced and are being revised to supersede any previous regulations heretofore published.


Criminal Records Requirements for Child Care Facilities (02.11.11)
Clarification to providers related to acceptable documenation of criminal records checks for Staff, Independent Contactors, Dept. of Education Employees, Early Start Service Providers, and CASA Volunteers and Staff.


Louisiana Advisory Council on Child Care and Early Education (Updated 12.03.10)
The Louisiana Advisory Council on Child Care and Early Education has released documents from its September meeting, including approved recommendations sent to DCFS Secretary Ruth Johnson.

The next meeting of the LA Advisory Council on Child Care and Early Education will be Friday, December 10, 2010, from 10:00 a.m. to noon at the Iberville building, room 9-103.

CCAP POS Device Paper Replacement (12.02.10)
If you are in need of paper for the POS device at your home or center, call the Provider Help Line 1-888-281-0326 and speak to the representative. The representative will request your Provider ID number and create a ticket. The amount of paper is determined by the transactions completed on the POS device. Paper is delivered to the address on the ACS Equipment Agreement in 2 to 3 business days. An automated process to reimburse providers for paper already purchased is being developed; more information will be available soon.

Announcement of Emergency Rule (11.24.10)
This emergency rule amends Chapter 73, Day Care Center Class "A" Minimum Standards and Day Care Center Class "B" Minimum Standards and became effective on November 4, 2010.


Important Annoucement Regarding CCAP Payments (11.19.10)
State offices, including the Department of Children and Family Services, will be closed on November 25th in observance of Thanksgiving and on November 26th in observance of Acadiana Day. As a result, Child Care Assistance Program (CCAP) payments will not be deposited and available on Friday, November 26. Depending on your bank's policies, we anticipate funds being available by Wednesday, December 1st, 2010.

 

Flu Season Flyer Must Be Posted in Day Care Centers (11.08.10)

To ensure that parents have information that will help them take appropriate precautionary actions this flu season, Senate Bill 171 (Act 343) was passed during the 2009 Legislative Session. It requires licensed child care facilities to make specified information concerning the influenza immunization available to each child's parent or legal guardian.

To fulfill the legislative requirement, download and print this 2010 influenza information sheet "Flu Facts," developed by Department of Health and Hospitals staff. This information must be made available to each child's parent or legal guardian by prominently posting it in an area of your center that is accessible to all parents and guardians. The information sheet shall be posted upon your receipt of the information.


TOTS Implementation Child Care Provider Payment Reconciliation Plan (10.13.10)
The Payments Reconciliation Plan is a 3 step plan to ensure that providers and clients are reimbursed for authorized care which may not have been paid due to the start up of the tracking of time services (TOTS) system. DCFS is aware that Child Care Assistance Program (CCAP) providers and parents may not have had adequate training and in preparation for TOTS implementation; many providers and parents have experienced issues with payments as a result. The corrective action will includ July 2010, August 2010, and September 2010 for the Lafayette region. For the remaining regions, it will include August 2010 and September 2010. The link below explains the three step payment, invoice and manual payment procedures.


Louisiana Advisory Council on Child Care and Early Education (Updated 09.10.10)
The next meeting of the LA Advisory Council on Child Care and Early Education will be Friday, September 10, 2010.


Tips for TOTS Providers (07.28.10)

Tracking of Time Services (TOTS) will be fully implemented statewide on Sunday, August 1, 2010. In order to prepare everyone for this implementation, please take a moment to review the documents linked below. There is important information regarding the first day of scanning, who to call with problems, how to look up the child's authorization, the difference between full-time care and parttime
care and the payment schedule for the first month of TOTS.

 


Louisiana Advisory Council on Child Care and Early Education (Updated 07.20.10)
Minutes from June 25, 2010, meeting.

 

TOTS Starts August 1; Finger Imaging Underway (07.19.10)
Finger imaging for the Child Care Assistance Program (CCAP) is now occurring statewide. Finger imaging is a requirement for Tracking of Time Services (TOTS), the new electronic payment system for CCAP. Using TOTS is the only way you will be paid by the state for time that CCAP recipients spend in your child care facility. Please help us ensure that you receive timely and continued payments by encouraging parents and caregivers in the CCAP program to undergo finger imaging before the July 25th deadline.

Standards Revision Work Group - Draft Class A Child Care Standards Now Available for Comment (07.08.10)
*Note - Comment Period has now closed.
The proposed Class A licensing standards are now available for review.  Comments regarding the proposed Class A regulations may be sent via email through July 25th. Statewide comment gathering sessions are scheduled as well.


Reminder - Hot Weather and Cars Can Prove Deadly (06.23.10)
Summer has arrived and temperatures inside vehicles rise quickly.  As a provider of child care services in a licensed facility, you are required to conduct a visual check of the vehicle to ensure that no child is left in the vehicle.  Immediately upon unloading the last child and to ensure that all children have been unloaded, the driver/staff shall physically walk through the vehicle and inspect all seat surfaces, under all seats and in all compartments or recesses in the vehicle's interior.  The driver/staff shall record the time of the inspection and sign his/her full name indicating that all children were removed from the vehicle. This applies to all transportation whether provided by you or arranged (contract, parent provided). Regulations pertaining to the visual check may be found in Section 7333.F, 7335.F and 7337 for Class A providers and Section 7363.B.1.i for Class B providers.


Standards Revision Work Group (06.21.10)
The Standards Revision Work Group will meet June 24, 2010. The workgroup, made up of representatives of child care programs, agencies and parents, are undertaking a comprehensive revision of the minimum standards for Class A child care facilities.


Standards Revision (06.21.10)
A draft of the regulations will be available for review by the end of June 2010. The Standards Revision group encourages licensed care providers to provide written comments regarding the proposed standards via email to RegComments@dss.state.la.us. DSS will also conduct a series of comment gathering meetings in July 2010.  Providers and the public will have the opportunity to comment on the proposed regulations.


Louisiana Advisory Council on Child Care and Early Education (Updated 06.15.10)
The next meeting of the LA Advisory Council on Child Care and Early Education will be Friday, June 25, 2010. There will be 3-5 minute mini-presentations from the representatives who sit on the Advisory Council. All representatives have a stake in child care issues - although others may not be familiar with the connection. We would like each representative to come prepared to explain their agency's connection to child care and early education and their activities. If interested parties who are representing agencies or organizations wish to offer presentations, there will be a sign up sheet at the sign-in table. (This is not a time for an advertisement of a center.) We will accommodate presentations from interested parties as time allows and will start at the top of the list.

Please RSVP to susandshaffette@bellsouth.net and indicate whether you will or will not be attending the meeting.


Standards Revision Work Group (Updated 06.01.10)
Recommendations from May 20, 2010, Standards Revisions Workgroup meeting.


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