1601 alafaya trail, oviedo, fl agenda€¦ · e. coop 2019-2020 f. 2019-2020 sliding fee scale...

Every Early Learning Coalition of Seminole Board of Directors’ or committee meeting invites public comment. We welcome the opportunity as part of our continuing effort to improve our responsiveness to the needs of children, families and the community we support. To present a comment, interested parties must complete a Public Comment Request available at the sign-in table and deliver it to the Coalition’s Executive Director in advance of the Call to Order and be present during the public comment period. All interested parties are asked to indicate to which agenda item their public comment is related. All comments are limited to 3 minutes.

EARLY LEARNING COALITION OF SEMINOLE BOARD OF DIRECTORS - STRATEGIC PLANNING MEETING

Thursday, June 13, 2019 8:30 AM -3:05 PM

Canterbury Retreat & Conference Center 1601 Alafaya Trail, Oviedo, FL

Agenda

I. Call to Order, Determination of Quorum, Welcome and Introductions 8:30 – 8:35 (5 min.)

Public Comments are welcome. To present a comment, interested parties must complete a Public Comment Request available at the sign-in table and deliver it to the Coalition’s Executive Director in advance of the Call to Order and be present during the public comment period. All interested parties are asked to indicate to which agenda item their public comment is related. All comments are limited to 3 minutes.

II. Consent Agenda 8:35 – 8:45 (10 min.)

a. Acceptance of Agenda

b. Approval of March 14, 2019 Board of Directors Meeting Minutes

c. Approval of May 10, 2019 Executive Committee Meeting Minutes

III. Action Items 8:45 – 10:00 (75min.)

a. Board reappointment of Anne Masterson-2nd term

b. FY 2019-2020 Budget

c. Organizational Chart Revision

d. Anti-Fraud Plan

e. COOP 2019-2020

f. 2019-2020 Sliding Fee Scale Policies & Model

g. 2018-2019 Quality Purchase: o Incentives to teachers o Conference Scholarships

h. 2019-2020 Proposed Initiatives

o Provider Holidays o IACET-approved trainings online-Discount School Supply o WAGES Program o BDI Child Development Screener

Every Early Learning Coalition of Seminole Board of Directors’ or committee meeting invites public comment. We welcome the opportunity as part of our continuing effort to improve our responsiveness to the needs of children, families and the community we support. To present a comment, interested parties must complete a Public Comment Request available at the sign-in table and deliver it to the Coalition’s Executive Director in advance of the Call to Order and be present during the public comment period. All interested parties are asked to indicate to which agenda item their public comment is related. All comments are limited to 3 minutes.

i. Preschool Development Grant Application

j. Outreach - DOH: Collaborative Family Engagement Project

IV. Presentation: 10:00 - 12:00 (120 min.) VPK Changing Minds and Lives: Creating Trauma Sensitive-Environments

Rhoda Richardson Hicks, Ed.S, School Psychologist Karen Ernst-Smith, Ed.S, School Psychologist Behavior Support Team, EBD Program

[Discussion, Questions & Answers] 12:00 – 12:30 (30 min.)

V. Working Lunch 12:30 –1:15 (45 min.) o Heart of Florida United Way

VI. Discussion Items 1:15 - 1:45 (30 min.) a. HFUW Changes

b. New Match Funding Planning

c. Promulgated Rules approved and current Promulgation

d. Nominating Committee: o Finance & Revenue Generating Committee Membership

VII. Department Updates 1:45 – 2:30 (45 min.) a. Family Services b. Quality Improvement, Early Education & Child Development c. Revenue Generating and Communications

VIII. Informational Items 2:30 – 2:45 (15 min) a. VPK Readiness Rates and Media Coverage b. EFS Modernization c. Legislator Visits

o David Smith, District 28 o Joy Goff-Marcil, District 30

d. Gubernatorial Appointments

IX. Old Business 2:45 – 2:50 (5 min.)

X. New Business 2:50 – 2:55 (5 min.)

• Next Board Meeting on September 12, 2019 at the Offices of the Early

Learning Coalition of Seminole, at 8:30 AM

XI. Public Comment 2:55 – 3:00 (5 min.) XII. Adjourn 3:00 - 3:05 (5 min.)

Early Learning Coalition of Seminole Board of Directors Meeting Minutes March 14, 2019 Page 1

Early Learning Coalition of Seminole Board of Directors Meeting Minutes

March 14, 2019 at 8:30 am 280 Hunt Park Cove, Suite 1020

Longwood, FL 32750

Members Present: Adam Balls, Dr. AnaLynn Jones, Susan Mulligan, Kimberly English Via Conference Call: Dr. Nana Robertson, Megan Elder, Gay DeLaughter, Lourdes Quintana, Traci Klinkbeil, Anne

Masterson, Ryan Ridley, Grant Knowlton Members Absent: Jeff Bauer, Jeff Anderson, Kendra Cassell, Heidi Jones Coalition Staff: Jennifer Grant, Mohammad O. Khan, Kerri Alberts, Maryanne Miller, Cheyenne McGregor,

Tonya Schadle, Karen Milligan, Public Attendance: Jon Duffy, Ed Moss

I. Call to Order Adam Balls called the meeting to order at 8:44 a.m. and introductions were made. It was

determined that quorum was met. II. Consent Agenda Items

a. Acceptance of Agenda b. Approval of BOD Meeting Minutes – December 13, 2018 c. Approval of Planning & Program Meeting Minutes-February 7, 2019 d. Approval of Finance Committee Meeting Minutes-February 13, 2019 Motion to approve the Consent Agenda items as presented. First motion: Dr. AnaLynn Jones Second Motion: Gay DeLaughter Motion was unanimously approved

III. Action Items

a. MKA Independent Annual Audit Report-Draft. Mr. Ed Moss, of Moss, Krusick and Associates, LLC, introduced himself and Mr. Jon Duffy. The March 2019 Audit Report was distributed to the Board members and discussed in detail. Mr. Moss indicated the reports were very normal for a non-profit that operates from grants. Motion was made to accept the March 2019 Audit Report as presented. First Motion: Ryan Ridley Second Motion: Susan Mulligan Motion was unanimously approved

b. 2017-2019 School Readiness Plan - due by March 31, 2019

Jennifer Grant presented the SR Coalition Plan revisions to the Board as outlined in the handout. The Coalition is mandated to make changes to the SR Plan due to changes in law.


Other amendments were made to better align components with what is being affected by law. The SR Priority # 5 was discussed in greater detail by Dr. AnaLynn Jones, Lourdes Quintana, and Kimberly English. The school district is limiting the amount of time for therapies for children with an IEP, therefore other agencies may see an increase in children needing service. The 2017-2019 SR Coalition Plan changes will be uploaded to OEL by March 31, 2019. Motion was made to accept the 2017-2019 SR Coalition Plan revisions as presented. First Motion: Grant Knowlton Second Motion: Dr. AnaLynn Jones Motion was unanimously approved

c. Organizational Chart Update: Jennifer Grant presented the Organizational chart as outlined in the handout. Jennifer asked to reserve the opportunity to hold the Chief Operating Officer until a later date in which the EFS Mod is working more efficiently and the Coalition can determine where it may need more support. Motions was made to accept the 2018-2019 Organizational Chart as presented. First Motion: Gay DeLaughter Second Motion: Dr. Nana Robertson Motion was unanimously approved.

d. Internship for Grants and Communications: Jennifer Grant and Cheyenne McGregor presented the job description for a Communications and Community Outreach Intern. Due to a greater responsibility to communicate with the providers, and multiple grants with consecutive deadlines, the thought would be to pay a stipend to an intern to attract a stronger candidate. The pay would equate to $14.00 per hour. Motion was made to accept the Communications and Community Outreach Intern position as presented and pay a stipend. First Motion: Susan Mulligan Second Motion: Gay DeLaughter Motion was unanimously approved.

IV. Discussion Items a. Revenue Generating Committee Update:

Cheyenne McGregor presented the Provider Appreciation Sponsorship Package to Board members and reviewed the plans for the Provider Appreciation Events. The Coalition expects to have 250 guests.

An overview of the grants awarded and grant applications due in the near future were presented. Advent Health is a new grant the Coalition will be applying for.

The Match fund development activity with Panda Express had most participation from staff and Board members were encouraged to visit future events.

The Coalition received strollers as a donation from Disney and Seminole State College. TheCoalition held a stroller giveaway for a Giving Tuesday event. The Coalition will continue to offer strollers as incentives to benefit the providers and day care centers.

The Coalition will participate in a partnership with FL Clothing. The organization pays non-profits twenty cents per pound for clothing, shoes, toys and household items donated.


A thirteen (13)- gallon garbage bag will be used to collect donated items. FL Clothing donates these items to third world countries in need. This will be an ongoing activity.

The Coalition will participate in upcoming community events: Longwood Community Health Fair on April 13, 2019 and Safe Kids Day on May 4, 2019.

b. CCEP update:

Jennifer Grant stated the CCEP Providers were the same four as previous years. OEL has awarded over $230,000 for this program, however the Coalition has never spent more than $40,000. The Coalition will deobligate these funds back to OEL.

V. Informational Items a. CEO Report:

Jennifer Grant presented the CEO report as outlined in the handout. b. OPPAGA Studies:

Jennifer Grant reviewed the OPPAGA reports with the Board. OPPAGA has been looking at the match programs and CCEP program for coalitions and offered options for managing these programs.

c. Legislative Update: Jennifer discussed the legislative tracking chart as outlined in the handout.

d. Gubernatorial Appointments: Jennifer Grant reviewed the openings the Coalition has on the Board. She has spoken to a former board member that expressed interest in applying for the Board in the future. We do not have any pending applications at this time. The Board was reminded that the Coalition will assist any prospective Board member with the application process.

VI. Old Business None

VII. New Business Adam Balls stated the next meeting would be on June 13, 2019.

VIII. Public Comment None

IX. Adjournment Adam Balls adjourned the meeting at 10:25 a.m.

Minutes prepared by: Minutes approved by: Karen Milligan Adam Balls, Acting Chair Date Executive Assistant

Early Learning Coalition of Seminole Executive Committee Meeting Minutes May 10,2019 Page 1

Early Learning Coalition of Seminole

Executive Committee Meeting Minutes May 10, 2019

280 Hunt Park Cove, Suite 1020 Longwood, FL 32750

Members Present: None Via Conference Call: Adam Ball, Kendra Cassell, Grant Knowlton Members Absent: Dr. Nana Robertson Coalition Staff: Jennifer Grant, Karen Milligan Public Attendance: None

I. Call to Order Jennifer Grant called the meeting to order at 10:26 a.m. and introductions were made. It was

determined that quorum was met.

II. Consent Agenda Items Agenda was unanimously accepted as presented.

III. Action Items a. 2018-2019 VPK Purchase:

o Bright from the Start – VPK Transition book purchase Jennifer Grant stated that the Coalition is completing the second year of the Bright From the Start Pilot Program with the public-school district. The Coalition would like to present books to VPK families in exchange for participating in the Bright From the Start program. This encourages summer reading and provides parents the opportunity to participate in educational activities with their child(ren), in addition to aiding the Kindergarten teachers with much needed information on the educational level of their incoming Kindergarten students.

Motion to approve the VPK book purchase of ‘The Big Hungry Bear’ as presented. First motion to approve: Grant Knowlton

Second motion to approve: Kendra Cassell Motion was unanimously approved

IV. New Business None

V. Public Comment None

VIII. Adjourn Adam Balls adjourned the meeting at 10:31 a.m.

Early Learning Coalition of Seminole Executive Committee Meeting Minutes May 10, 2019 Page 2

Minutes prepared by: Minutes approved by: Karen Milligan Adam Balls, Acting Chair Date Executive Assistant

2018‐19 Budget 2019‐20 BudgetOperating Revenue School Readiness, Voluntary Prekindergarten, Outreach & Awareness 20,113,296 20,360,129 246,833.00 1.23% Contracts,Grants,and Other Financial Assistance 291,440 392,500 101,060.00 34.68%

Total Operating Revenue 20,404,736 20,752,629 347,893.00 1.70%‐ ‐

Expenditures ‐ Salaries & Benefits 1,701,854 1,714,350 12,496.02 0.73% Staff Development 38,115 18,950 (19,165.00) ‐50.28% Professional Services 167,439 165,000 (2,439.35) ‐1.46% Direct Services ‐ Child Care 17,733,462 18,068,358 334,895.64 1.89% Occupancy 120,122 125,000 4,877.93 4.06% Postage,Freight, and Delivery Services 2,481 2,500 18.66 0.75% Rentals ‐ Office Equipment 247 3,500 3,253.42 1319.42% Office Supplies and Office Expense Items 17,465 15,000 (2,464.90) ‐14.11% Communications 8,567 23,400 14,833.04 173.14% Insurance and Surety Bonds 13,376 14,000 623.95 4.66% Equipment > $1,000 ‐ 6,500 6,500.00 Equipment < $1,000 21,618 17,400 (4,218.00) ‐19.51% Quality and Classroom Materials, Outreach, Scholarships 494,428 490,177 (4,251.18) ‐0.86% Travel‐in‐State Travel, Travel Local 17,745 21,500 3,755.33 21.16% Software and Licenses and Support, Web Service Hosting, Back‐up and Maintenance 67,817 66,994 (822.98) ‐1.21%

Total Expenditures 20,404,736 20,752,629 347,892.58 1.70%

VARIANCE

FY 2019‐20 Proposed Budget (Pending Grant Awards)

Page 1 of 2

FY 2019‐20 Budget Notes/Assumptions:

Major Revenue & Expense Elements School Readiness, Voluntary Prekindergarten, Outreach & Awareness SR 9,987,385 VPK ‐ Slots 9,940,697 VPK ‐ Admin 4% 414,196 O&A 17,851

20,360,129 Contracts,Grants,and Other Financial Assistance: Seminole County ‐ CSA: Expected Award equal to FY 2018‐19 180,000 Seminole County ‐ CDBG: Expected Award $100,000 * 75% for FY 2019‐20 75,000 City of Sanford ‐ CDBG: Expected Award $50,000 * 75% for FY 2019‐20 37,500 HFUW 100,000

392,500

Direct Services: SR ‐ Min 78% of NOA 7,790,160 VPK ‐ Slots 9,940,697 Seminole County ‐ CSA: Expected Award equal to FY 2018‐19 180,000 Seminole County ‐ CDBG: Expected Award $100,000 * 75% for FY 2019‐20 75,000 City of Sanford ‐ CDBG: Expected Award $50,000 * 75% for FY 2019‐20 37,500 HFUW ‐ $45k per Contract 45,000

18,068,358

Salaries & Benefits:Cost of Living Adjustment: 3%

Group Medical Insurance ‐ Expected Annual Premium Increase: 20% Group Dental Insurance ‐ Expected Annual Premium Increase: 5% Anticipated Overtime Pay Related to EFS Mod: $19,144.19 Anticipated Temporary Hire Pay Related to EFS Mod: $40,320.00

Page 2 of 2

FY 2018-19 - YTD 04/30/2019

Summary of OEL Grant Transactions

School Readiness (SR)

Actual Target/Restrictions

Direct Services $6,093,658.24 84.5% 78% (min)

Non-Direct $423,483.48

Quality $382,187.01 5.1% 4% (min)

Admin $351,419.84 4.7% 5% (max)

Infant/Toddler $102,670.97 $102,670.97 $132,903 (min)

Local Match $210,429.32 $210,429.32 $258,682 (min)

Voluntary Pre-Kindergarten VPK)

Actual Target/Restrictions

Direct Services $8,753,597.66

Admin $286,287.13 3.27% 4% (max)

Jennifer L. GrantChief Executive

Officer

Karen MilliganExecutive Assistant

Cheyenne McGregorDirector of Grants &

Communications

Maryanne MillerDirector of Early

Education QualityImprovement

Pam WatsonDatabase Administrator

Mohammad O. KhanDirector of Finance

Amita GognaFamily Support

Specialist

Marsha CampbellEligibility

Specialist - FS

VacantPurchasing & Contract

Administrator

Luz DechernissAP/Reimbursement

Specialist

Tina RobertsonEarly Education

Support Specialist

Robin HammonsAccountant

Stephanie MillerClassroom Assessment

Specialist

Collisa AstleEarly Education

Specialist

Christina Conrad Child Development

Specialist

Karla GonzalezCustomer Service

Receptionist

Vacant Quality Specialist

Lori ButlerInfant Toddler Quality

Specialist


Officer


Officer

Laura GalanEligibility

Specialist - FS

Kimberly AllenCCRR Enrollment

Specialist - FS

LaDaishaHenderson

CCRR Enrollment Specialist - FS

Ketty Gonzalez Compliance

Specialist

Paula Okolowicz Compliance

Specialist

Mohammad O. KhanDirector of Finance

Kerri AlbertsDirector of Program

Compliance

Tonya Schadle Director of Child

Development/ EarlyEducation/ Special

Projects

Maryanne MillerDirector of Quality

Improvement

Paula OkolowiczComplianceSpecialist

Camilla Vega Compliance

Specialist

Early Learning Coalition of Seminole, Inc. 2019-2020 Organizational Chart

Anti-Fraud Plan for ELC of Seminole Revised 05/21/2019 05-

Page 1 of 5

Subject: Anti-Fraud Plan

Policy/ Procedure Number: Page: 1 of 5 Adoption Date: Pending OEL Approval Revision Date: 05/21/2019

Approved by ELC Board Date: 11/13/14 Distribution: Approved

** Per Rule 6M-9.400, the Anti-Fraud Plan must be approved by the ELC Board prior to submission to the Office of Early Learning.

Plan Statement

The Anti- Fraud Plan addresses the detection and prevention of overpayments, abuse, and fraud relating to the provision of and payment for the School Readiness program and Voluntary Prekindergarten program services. The Plan addresses parents or legal guardians of children enrolled in the School Readiness or VPK programs. Note that provider fraud is a violation of the terms of the contract and addressed in the statewide contracts rules.

The Anti-Fraud Plan serves to support organizational processes and staff in prevention of fraud, build on employee knowledge and awareness of fraud prevention and describe the coalition’s procedures for detecting and investigating possible acts of fraud, abuse of services and related overpayment. Due process procedures for suspending or terminating a recipient’s eligibility for School Readiness or VPK programs and the recipient’s right to appeal the decision are included in the Plan.

The Plan will be submitted to the Office of Early Learning (OEL) and the Office of Inspector General (OIG) by requested date annually.

Plan Definitions

Recipient - The parent or legal guardian whose child was determined eligible for School Readiness or Voluntary Prekindergarten Education Program benefits.

Fraud - An intentional deception, omission, or misrepresentation made by a person with knowledge that the deception, omission, or misrepresentation may result in unauthorized benefit to that person or another person, or any aiding and abetting of the commission of such an act. The term includes any act that constitutes fraud under applicable federal or state law.

Suspension - When services are temporarily no longer provided; however, the parents do not have to go to the waiting list when their suspension is finished.

Termination – When services are ended and the recipient would have to return to the waiting list when their termination is expired.

Description of Organizational Structure with Plan Responsibilities

Reference Addendum ELC of Seminole Organizational Chart-

The Chief Executive Officer is responsible for implementing the coalition’s anti-fraud activities.

The Director of Program Compliance is responsible for reviewing an initial appeal request by recipient for decision to uphold or modify the suspension or termination.

The following positions are responsible for the daily activities related to prevention, detection, investigation, and reporting of possible overpayment resulting from potential fraud or abuse:

• Chief Executive Officer

• Director of Finance

• Director of Program Compliance

• Director of Quality Improvement

• Director of Child Development, Early Education, and Special Projects

• Database Administrator

• Accountant

• Executive Assistant

• Compliance Specialist

• Quality Specialist

• Reimbursement Specialist

• Family Services Specialist


Page 2 of 5

Plan Procedures

ELC Procedures Review –Director of Program Compliance, Director of Finance, Accountant and Chief Executive Officer will annually review job descriptions and internal processes to confirm appropriate separation of duties is in place, and review internal controls to reduce risk.

ELC Staff Education/Awareness/Training – Training will be targeted both at policy level and operational level.

• All ELC staff will receive Annual Awareness Review of Early Learning Coalition of Seminole Employee Handbook covering topics including Code of Conduct and Ethics, Whistleblower Policy, Criminal Destruction of Records and Files Policy, Workplace Conduct, and Conflict of Interest and Business Ethics which requires employees to report any actual or potential conflict of interest between the employee/employee’s family and the ELC.

• All ELC staff will sign the General Handbook Acknowledgement Statement after receiving the annual training indicating that they have received a copy of the ELC Employee Handbook.

• All ELC staff will sign the Code of Ethics and Conduct Statement annually.

• Additionally, all staff will be reminded of specific Internal Control policies and practices in place to prevent fraud. On a regular and routine basis, it is the responsibility of all management staff to ensure that all internal control practices, appropriate fiscal procedures and separation of duties are being followed.

• ELC Family Services Specialist – Director of Program Compliance and Director of Quality Improvement will provide a mandatory fraud prevention staff training annually and new staff training within thirty (30) calendar days of hire using OEL fraud prevention related training documents for daily coalition work activities. Topics to be covered include:

o Client Applications and Forms, School Readiness Income Worksheet, Client Rights and Responsibilities.

o Authorization for release of information and other related documents related to fraud prevention.

o Client responsibility to report changes within ten (10) calendar days of change and coalition responsibility to implement reported change, including acting on unreported changes, once discovered.

o Quality interviewing techniques during intake, redetermination, and when reporting changes.

o What to look for to discover an altered or falsified document.

o Eligibility staff are required to identify, verify and resolve case inconsistencies when inconsistencies occur.

SR and VPK Parent Education and Awareness

• Display fraud awareness posters in interview rooms at ELC, which include anti-fraud hotline telephone numbers.

• Statement on website with phone number to report potential fraud for parents, providers, and general public.

• Include a fraud awareness statement in SR parent packets with ELC phone number to report any suspected fraud.

• Family Eligibility Specialists will review responsibilities of parent in detail at interview, including importance of reporting in writing changes in their circumstances within ten (10) calendar days, including a brief quiz at end of interview to confirm parent understands ten (10) calendar day reporting procedures.

SR and VPK Provider Education and Awareness

• Encourage child care providers to report potential fraud to ELC staff through provider communication venues including email or portal communications, and appropriate provider group meetings.

• Periodic reminders to providers about procedures in place to prevent fraud, in addition to regular practices of monitoring that occur with providers that also keep providers aware of ELC’s intention to prevent and/or detect fraudulent practices.

Providers, Parents, employees, and Public Access to Reporting of Potential Fraud

• Fraud Awareness statement must be included in intake packet, including how to report potential fraud.

• Email and/or portal communicated reminders to providers of what to look for and how to report potential fraud.

• Coalition employee fraud prevention training as well as a periodic reminders of internal controls.

• Annual staff training includes Whistleblower procedures to report potential fraud.


Page 3 of 5

• Statement on website with phone number to report potential fraud for parents, providers, and general public.

ELC Detection and Investigation of Acts of Fraud, Abuse or Overpayment

• Monthly unscheduled reviews of work products and follow up on questionable circumstances by Family Services Specialist - Eligibility and Director of Program Compliance.

• Monthly review, research, and follow up of data quality reports generated from Office of Early Learning by, Director of Program Compliance and Director of Quality Improvement and designated ELC staff.

• Documented verification of child care referrals from other organizations through manager signature, if required, and periodic cross reference review of children in service.

• Job descriptions of ELC staff include fraud prevention task.

• Daily alertness of Eligibility staff to inconsistencies through regular operational processes with parents, and reporting suspected fraud or abuse to supervisor.

• Follow up by Family Services Specialist - Eligibility and Director of Program Compliance on potential fraud reported to ELC, for investigation and to verify or question when inconsistencies occur.

• Once inconsistencies are identified through any of the above means, Parent or legal guardian is contacted to obtain verification from parent or legal guardian to resolve inconsistencies. This could include, but is not limited to, income, residential documentation, or household composition, to determine if situation is resolved or warrants next steps of due process provisions for termination or suspension of School Readiness or Voluntary Prekindergarten benefits. – Family Services Specialist - Eligibility and Director of Program Compliance.

• For those where investigation concludes that the recipient has committed fraud in the receipt of School Readiness or Voluntary Prekindergarten services, associated overpaid benefits amount are calculated and the Due Process provisions for termination or suspension of School Readiness or Voluntary Prekindergarten benefits are followed.

Due Process Provisions for Termination or Suspension of School Readiness or Voluntary Prekindergarten Benefits

The coalition will provide written advance notice of the intended action to suspend or terminate benefits to the recipient to be affected, and it must clearly advise of the allegations, the basis of the allegations, the intended action and the date the action to be imposed. The coalition shall send the written advance notice at least fourteen (14) calendar days before the intended action. The written advance notice will be translated in the recipient’s native language if the coalition’s other communications with the recipient have been translated. The written advance notice shall include following:

1. The procedure for the recipient to follow to attempt to appeal the decision.

2. A statement, in bold print, that the failure to file a timely appeal waives the right to an appeal.

3. Notice of the potential for repayment of improper benefits if the conclusion of fraud is upheld, including any benefits received after the receipt of the written advance notice.

4. The procedure for the recipient to obtain a copy of his or her file.

5. The amount of overpayment to be recovered, if applicable.

6. The length of time for which the recipient’s benefits are suspended or the date of the termination of benefits, if applicable. The following general guide for penalties will be applied; however, considerations will also include the length of time proportionate to the alleged offense committed, consistent with suspensions or terminations issued to other recipients who allegedly committed comparable offenses, and may also consider prior offenses, as appropriate.

Penalties Guideline

• First determination of fraud, eligibility is suspended for the longer of six months or restitution of overpaid benefits.

• Second determination, eligibility is suspended for the longer of one year or restitution of overpaid benefits.

• Third and subsequent determinations, eligibility is suspended for the longer of five years or restitution of overpaid benefits.

The recipient has a right to challenge within fourteen (14) calendar days; if the challenge is before benefits are terminated, then benefits remain in place for duration of initial challenge. However, if the decision is upheld, any services received during that timeframe will be included with the overpayment amount.

A suspension or termination shall not be applied against recipients with a valid at-risk referral.


Page 4 of 5

Recipient Right to Challenge Decision - Pre-Appeal Resolution Procedure

If recipient believes that the conclusion of fraud was made in error, the recipient should first seek to resolve the matter by contacting the coalition and providing the necessary documentation to resolve the issue. The D i r e c t o r o f P r o g r a m C o m p l i a n c e will consider all statements, review all documents and may request any additional evidence or information if it is necessary and relevant to the review. The recipient will be notified in writing of the determination within ten (10) calendar days of receipt of their Pre-Appeal Challenge. The Chief Executive Officer of the coalition shall not be involved in the pre-appeal resolution of the issue.

If the recipient believes that the issue was not resolved during the pre-appeal resolution procedure, the appeal procedure is outlined in Florida Rule 6M-9-400 Early Learning Coalition Anti-Fraud Plan, as follows:

Appeal Resolution Procedures

If the recipient believes that the issue was not resolved by the coalition, the recipient may file a formal written appeal for review by the Chief Executive Officer of the coalition, using the following procedure:

1. Submit a written appeal to the Chief Executive Officer or other executive staff person as designated by the coalition board. The appeal must fully describe the nature of the error the recipient believes has been made and shall contain any documentation which supports the recipient’s claim.

2. The appeal must be received - within ten (10) calendar days of the date of the written Pre-Appeal Challenge Response. The recipient who fails to file a timely appeal waives the right of appeal. The appeal shall be postmarked or emailed before the date of the intended action.

3. If the recipient files a timely appeal, he or she will not be suspended or terminated from the program until the written decision of the Chief Executive Officer or the original date of the intended action, whichever is later.

4. The Chief Executive Officer of the coalition or other executive staff person designated by the coalition board must respond to the recipient, in writing, within thirty (30) calendar days of receiving the appeal with a decision as to whether the suspension or termination will be upheld or modified.

5. The recipient who wishes to appeal the decision of the Chief Executive Officer of the coalition or other executive staff person designated by the coalition board may request further review by an appeals committee. The request for further review by an appeals committee must be submitted to the coalition in writing within ten (10) calendar days of the date of the Chief Executive Officer or other executive staff person designated by the coalition board’s written response to the recipient’s formal written appeal.

The recipient shall be given the opportunity to defend his or her position in an orderly proceeding of the appeals committee. When the meeting of the appeals committee is scheduled, the recipient shall be notified of the date of the appeals committee, informed that it is a public meeting, and informed that any information presented may be used by other state agencies.

1. The appeals committee shall be selected by the Chairman of the Board of the coalition and a chair of the appeals committee shall be named.

2. The appeals committee shall be convened within forty-five (45) calendar days of receipt of the recipient’s request for an appeal.

3. The recipient shall be provided up to thirty (30) minutes to present their position and any information they wish the appeals committee to consider.

4. The coalition staff, excluding the Chief Executive Officer or other executive staff person designated by the coalition board, shall be available to provide any information requested by the committee.

5. The appeals committee will consider all statements, review all documents and may request any additional evidence or information from the parties if an appeals committee member believes it is necessary and relevant to the decision making. The required final determination letter will be tolled for the length of time given to provide the additional information.

6. The appeals committee shall select or appoint a member of the coalition, excluding the Chief Executive Officer , the coalition or other executive staff person designated by the coalition board, to memorialize the events of the appeals committee proceeding and the final determination including the basis for the decision.

7. The appellant shall be notified in writing of the appeals committee’s determination within ten (10) calendar days of the date of the meeting.

8. The determination of the appeals committee shall be final.


Page 5 of 5

Benefit Recovery

• For a voluntary overpayment repayment, the ELC will follow the ELC overpayment repayment process, including review for approval of a payment plan with the recipient, if requested.

• For criminal prosecution with restitution, the ELC will follow the ruling from the court regarding restitution plan Monthly Reporting Process to OEL.

The D i r e c t o r o f P r o g r a m C o m p l i a n c e will submit an electronic report monthly reporting the parents and providers terminated from services, as a result of fraud, per Rule 6M.9.400 subsection (b).

Process for Mandatory Reporting Fraud and Abuse through the OEL Fraud Referral System

The Director of Program Compliance is the coalition’s designated administrator for the Office of Early Learning’s Fraud Referral System. Contact information:

Kerri Alberts

Director of Program Compliance Early Learning Coalition of Seminole

280 Hunt Park Cove, Suite 1020 Longwood, FL 32750-7567

Office: 407.960.2471 Fax: 407.960.2489

At the point when potential fraud has been communicated to the recipient, the Director of Program Compliance makes a mandatory referral for potential fraud or abuse investigation using Office of Early Learning Fraud Referral System. The referral includes the recipient information, amount of overpayment, discovery date and a brief summary of the allegations, and notification of any evidencing documents available that substantiate the allegations. At this time, the Director of Program Compliance also notifies the Office of Early Learning’s Inspector General’s office that a fraud referral has been submitted.

Note the coalition’s fraud investigation and appeals procedures outlined in this plan will complement the OEL referral process to Department of Financial Services through the Fraud Referral System. If the recipient appeals the decision through the coalition appeals process, the D i r e c t o r o f P r o g r a m C o m p l i a n c e will update the referral information in the Fraud Referral System as appeal decisions are made throughout the appeal process.

Related Policies:

Grievance/Dispute Process

Appeals and Hearings

History of the Anti-Fraud Plan:

(Audit trail of when approved, revisions)

11/13/14 – Submitted Anti-Fraud Plan for Planning and Program Committee review and approval.

11/13/14 – Planning and Program Committee Approved the Anti-Fraud Plan.

11/14/14 - Submitted Anti-Fraud Plan to OEL for review and approval.

11/14/14 - Anti-Fraud Plan will be placed at the next Board Meeting Agenda to be ratified by the Full Board.

11/24/14 – Approved by Rodney MacKinnon, Inspector General, Office of Early Learning

07/13/16 - Submitted Anti-Fraud Plan to OEL for review and approval. 08/31/18- Approved by Office of Early Learning 06/13/19- Submitted Anti-Fraud Plan for Board of Directors review and approval.

Contact: Kerri Alberts, Director of Program Compliance, ELC of Seminole; [email protected] .

CONTINUITY OF OPERATIONS PLAN (COOP)

Office of Early Learning

280 Hunt Park Cove, Ste. 1020

Longwood, FL 32750

Jennifer Grant CEO

(407) 960-2460 Ext. 2461 [email protected]

Warning: This document contains information pertaining to the deployment, mobilization and tactical operations of the Office of Early Learning and the local Early Learning Coalition in response to emergencies and is exempt from public disclosure under the provisions of section 281.301, Florida Statutes.

Approved: Date: Jennifer Grant, CEO

mailto:[email protected]

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Continuity of Operations Plan 2019

Table of Contents

Section I: Introduction

I-1 Purpose …………………………………………………………………………………………………………………………...... 4 I-2 Applicability and Scope ………………………………………………………………………………………………………. 4

Section II: Concept of Operations (COO)

II-1 Objectives ………………………………………………………………………………………………………………………….. 5 II-2 Planning Considerations …………………………………………………………………………………………………….. 6 II-3 Assumptions ………………………………………………………………………………………………………………………. 6 II-4 COOP Execution …………………………………………………………………………………………………………………. 6 II-5 Disaster Magnitude Levels …………………………………………………………………………………………………. 7 II-6 Emergency Coordinating Officer ………………………………………………………………………………………… 8 II-7 Recovery Team ………………………………………………………………………………………………………………….. 8 II-8 Alternate Recovery Point ……………………………………………………………………………………………………. 9 II-9 Mission Essential Functions ……………………………………………………………………………………………….. 10 II-10 Delineation of Mission Essential Functions ………………………………………………………………………… 10 II-11 Warning Conditions ……………………………………………………………………………………………………………. 10 II-12 Direction and Control …………………………………………………………………………………………………………. 11 II-13 Operational Hours ……………………………………………………………………………………………………………… 11 II-14 Alert and Notification …………………………………………………………………………………………………………. 12 II-15 Telecommunications and Information Systems Support …………………………………………………….. 12 II-16 Security and Access Controls ……………………………………………………………………………………………… 13 II-17 Test, Training, and Exercise ………………………………………………………………………………………………… 14

Section III: Phase I – Activation Procedures

III-1 Alert and Notification Procedures ………………………………………………………………………………………. 14 III-2 Initial Actions ……………………………………………………………………………………………………………………… 15 III-3 Activation Procedures Duty Hours ……………………………………………………………………………………… 16 III-4 Activation Procedures Non-Duty Hours ……………………………………………………………………………… 17 III-5 Deployment and Departure Procedures – Time-Phased Operations …………………….……………. 17 III-6 Transition to Alternate Operations …………………………………………………………………………………….. 18 III-7 Site-Support Responsibilities ……………………………………………………………………………………………… 18

Section IV: Phase II – Alternate Operations

IV-1 Execution of Mission – Essential Functions ………………………………………………………………………… 18 IV-2 Establishment of Communications …………………………………………………………………………………….. 19 IV-3 Recovery Team ………………………………………………………………………………………………………………….. 19 IV-4 Augmentation of Staff and Other Resources ……………………………………………………………………… 19 IV-5 Amplification of Guidance to All Personnel ………………………………………………………………………… 19 IV-6 Development of Plans and Schedules for Reconstitution and Termination ………………………… 20

Section V: Phase III – Reconstitution and Termination

V-1 Overview ……………………………………………………………………………………………………………………………. 20 V-2 Procedures …………………………………………………………………………………………………………………………. 20 V-3 V-4

After-Action Review and Remedial Action Plan …………………………………………………………………. Profile………………………………………………………………………………………..…………………………………………

21 22

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ATTACHMENTS

Attachment 1 Organization Chart …………………………………………………………………………………………… 23

Attachment 2 Recovery Team ………………………………………………………………………………………………… 24

Attachment 3 Alternate Site Locations …………………………………………………………………………………… 25

Attachment 4 Emergency Coordinating Officer/Executive Committee Members …………………….. 26

Attachment 5 Alternate Service Provider ………………………………………………………………………………… 27

Attachment 6 Staff Roster ……………………………………………………………………………………………………….. 28

Attachment 7 Memorandum of Delegation of Authority …………………………………………………………. 29

Attachment 8 Local Radio Stations ………………………………………………………………………………….……… 31

Attachment 9 Local Television Networks ………………………………………………………………………………… 32

Attachment 10 Conference Call Information ……………………………………………………………………………… 33

Attachment 11 Instructions on Changing the Coalition Phone Message ……….………………………….. 34


SECTION INTRODUCTION

I-1 Purpose

The Continuity of Operations Plan

The Early Learning Coalition of Seminole (ELC) is part of a coordinated system of local community service agencies within Florida under contract with the Florida Office of Early Learning (OEL). This system coordinates and administers Early Learning and Voluntary Prekindergarten programs within their respective areas. The Coalition is a local oversight, planning, and administrative entity dedicated to serving the children of Seminole County.

The scope of the Coalition’s involvement in disaster relief efforts will depend greatly upon the magnitude of the disaster and the capacity of the local service providers to respond, the level of damage and disruption caused by the disaster and the availability of resources within the community.

The Coalition’s Continuity of Operations Plan (COOP) is based on the guidelines provided by the Office of Early Learning. The Coalition’s plan will be reviewed on an annual basis.

Pursuant to Florida Statutes, Chapter 252.365; Emergency Coordination Officers; disaster-preparedness plans, this Continuity of Operations Plan establishes policy and guidance to ensure the continued execution of the mission-essential functions for the Office of Early Learning and the local Early Learning Coalition in the event that an emergency threatens or incapacitates operations, and requiring the recovery of selected personnel and functions of the Early Learning Coalition of Seminole, 280 Hunt Park Cove, Suite 1020, Longwood, FL 32750.

Specifically, this plan is designed to:

a) Ensure the ELC is prepared to respond to emergencies, recover from them, and mitigate their

impact. b) Ensure the ELC is prepared to provide critical services in an environment that is threatened,

diminished, or incapacitated.

I-2 Applicability and Scope:

This document is applicable to the Early Learning Coalition of Seminole. The Coalition currently administers the School Readiness Program and the Voluntary Prekindergarten Program for Seminole County.

All staff members are responsible to read and familiarize themselves with this manual as well as to be prepared to assume responsibility to implement this plan.

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The primary contact for the Coalition is as follows:

PRIMARY CONTACT

Jennifer Grant, Chief Executive Officer Phone: (407) 960-2460 Ext. 2461 Fax: (407) 960-2489 Cell: (407) 687-5021 [email protected]

ALTERNATE CONTACT

Mohammad O. Khan, Director of Finance Phone: (407) 960-2460 Ext. 2463 Fax: (407) 960-2489 Cell: (407) 489-8439 [email protected]

SECTION II: CONCEPT OF OPERATIONS (COOP)

II-1 Objectives

The objective of this COOP is to ensure that the capability exists to continue essential functions across a wide range of potential emergencies, specifically when the local Coalition’s offices are either threatened or inaccessible. The objectives of this plan include:

a) Ensuring the continuous performance of the local Coalition’s essential functions and

operations during an emergency; b) Protecting essential facilities, equipment, records, and other assets; c) Reducing or mitigating disruptions to operations; d) Providing for the safety of staff and visitors to facilities, reducing loss of life, minimizing

damages and losses; e) Identifying and designating principals and support staff to be relocated; f) Facilitating decision-making for execution of the plan and the subsequent operations;

and g) Achieving a timely and orderly recovery from the emergency and resumption of full service to

all customers.

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II-2 Planning Considerations

In accordance with State guidance and emergency management principles, the Coalition’s COOP:

Will be maintained at a high-level of readiness;

Will be capable of implementation both with and without warning;

Will be operational no later than 12 hours after activation, if at all possible;

Will be capable of maintaining sustained operations for up to 30 days; Will take maximum advantage of existing state, federal and local government

infrastructures; and

Address protection of equipment and other Coalition assets.

II-3 Assumptions

In the event of an emergency it is assumed that:

a) All mission-essential functions provided by other State agencies in support of the local Coalition

will continue in accordance with their respective continuity of operation plans. This includes, but is not limited to, services provided by the Office of Early Learning.

b) It will be determined (taking into consideration staffing and technical resources) if the mission-essential functions of the affected primary facility can feasibly be temporarily transferred to an established unaffected state or community based facility as an alternative to physically relocating staff.

II-4 COOP Execution

Emergencies or potential emergencies may affect the ability of the ELC to perform its mission-essential functions from its primary facility. The following are scenarios that could mandate the activation of the Coalition’s COOP:

• The ELC administrative/fiscal offices are closed to normal business activities as a result of an event or credible threat of an event that would preclude access or use of the facility and the surrounding area;

• The City of Longwood or County of Seminole is closed to normal business activities as a result of a widespread utility failure, natural disaster, significant hazardous material incident, civil disturbance, or terrorist or military attacks.

In an event so severe that normal operations are interrupted, or if such an incident appears imminent and it would be prudent to evacuate the facility or the City or County, as a precaution the Coalition’s Chief Executive Officer or designated employee(s), may activate the local Coalition’s COOP. The designated alternate facility will be activated, if necessary, at the discretion of the Chief Executive Officer or designated employee(s) of the Coalition.

a) The Recovery Team, composed of subject matter experts and essential support staff, will ensure

the mission essential functions of the Coalition are maintained and capable of being performed using the designated facility until full operations are re-established at the Coalition’s office.

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b) Selected individuals from the Coalition, county or other agencies may supplement the Coalition’s Recovery Team. The Recovery Team will either relocate temporarily to the designated alternate facility, if necessary, or operate remotely from a predetermined secure location serving as an assembly site. The Recovery Team will be responsible for continuing mission essential functions of the Coalition within 12 hours and for a period up to 30 days pending regaining access to the Coalition facility or the full occupation of the designated alternate facility.

c) All staff necessary to perform the mission-essential functions of the Coalition will be contacted

and advised to report to either the alternate facility, a predetermined secure location, or other location as determined by the Coalition’s designee. Other staff (non-relocating staff) will be instructed to go home or to remain home pending further instructions.

d) Incidents could occur with or without warning and during duty or non-duty hours. Whatever

the incident or threat, the COOP will be executed in response to a full-range of disasters and emergencies, to include natural disasters, terrorist threats and incidents, and technological disruptions and failures.

e) It is expected that, in most cases, the Coalition will receive a warning of at least a few hours

prior to an incident. Under these circumstances, the process of activation would normally enable the partial, limited, or full activation of the COOP with a complete and orderly alert, notification of all personnel, and activation of the Recovery Team.

f) Without warning, the process can become less routine, and potentially more serious and difficult.

The ability to execute the COOP following an incident that occurs with little or no warning will depend on the severity of the incident's impact on the Coalitions facilities, and whether the Coalition’s personnel are present in the building or in the surrounding area.

II-5 Disaster Magnitude Levels

The following Disaster Magnitude Classification definitions may be used to determine the execution level of the COOP. These levels of disaster are defined as:

• Minor Disaster: Any disaster that is likely to be within the response capabilities of local government and results in only minimal need for state or federal assistance, and would not necessarily require activation of the COOP.

• Major Disaster: Any disaster that will likely exceed local capabilities and require a broad range of state and federal assistance. The Federal Emergency Management Agency (FEMA) will be notified and potential federal assistance will be predominantly recovery-oriented. In the event of a major disaster, Office of Early Learning will be notified and the COOP may be activated in coordination with the Seminole County Emergency Operations Center. Information will be accessed from the State Emergency Operations Center.

• Catastrophic Disaster: Any disaster that will require massive state and federal assistance, including immediate military involvement. Federal assistance will involve response as well as recovery needs. In the event of a catastrophic disaster, the COOP will be activated in coordination with State and County Emergency Operations Center.

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II-6 Emergency Coordinating Officer

The ELC Seminole has designated the Coalition Chief Executive Officer to serve as Emergency Coordinating Officer (Attachment #4). In an emergency, the Emergency Coordinating Officer will work closely with the appropriate County Emergency Operations Center and the State of Florida Emergency Operations Center to provide information and direction to the Recovery Team and affected staff to provide immediate response capability to protect life and property and to ensure minimal disruption to the continuance of the Coalition’s mission-essential functions.

The Emergency Coordinating Officer will review the COOP and all attachments annually to identify necessary resources to support COOP activities, to ensure that the plan remains viable and compatible with Florida’s Comprehensive Emergency Management Plan and that it is maintained at a high level of readiness. The resources necessary to ensure adequate maintenance and operation of the COOP will be considered in the Coalition’s annual budget planning process.

II-7 Recovery Team

The Recovery Team (Attachment #2) has the responsibility of assessing the situation, activating the COOP, selecting alternate facilities, providing information to and from the Office of Early Learning and other appropriate state and federal entities. The Coalition will ensure that rosters for their respective staff are kept current and that staff members are informed and provided reporting instructions.

Coalition personnel who are responsible for relocating services under this plan to the selected alternate facility are known collectively as the Recovery Team.

a) The Recovery Team must be able to continue operations and the performance of mission-

essential functions for up to 30 days at an alternate facility to ensure child care services are not disrupted. The Office of Early Learning may assist the Recovery Team in obtaining additional equipment, such as laptops, computers, fax machines, printers, and cell phones once the disaster and need occurs.

b) Since alternate facility space and support capabilities may be limited, the membership of the

Recovery Team is restricted to only those personnel who possess the skills and experience needed for the execution of mission-essential functions.

c) Coalition personnel who are not designated Recovery Team members may be directed to move

to other facilities or duty stations, or may be advised to remain at or return home pending further instructions, as determined by the Coalition. When it is determined to be feasible, associates may be allowed to telecommute from their homes until the affected facility can be reoccupied or another facility is established.

d) COOP activation will not, in most circumstances, affect the pay and benefits of either Recovery

Team members or other personnel. Staff members who are required to temporarily relocate to another geographical area of the State should be compensated for travel expenses in accordance with Florida Statutes, Chapter 112.061.

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e) Implementation:

1. The Recovery Team shall maintain “disaster kits” which will include the forms, database information, schedules, etc. necessary to manually complete critical functions such as child care referrals, eligibility and provider payments for a period of up to 30 days. Upon notification of a potential major disaster by the Recovery Team, all necessary electronic documents to support the required activities for the next month shall be printed. Two kits will be developed for each critical function with one kit remaining in the facility and one kit taken off site by the Recovery Team member responsible for the activity.

2. In addition to the disaster kits, laptop computers, printers, cellular internet and fax services

will be made available to allow the delivery of services at a remote location if necessary and if feasible.

3. Prior to the disaster, the Recovery Team will identify members of the staff necessary to

perform the critical functions. All other staff members will be re-assigned as necessary to assist in the delivery of emergency child care services for critical positions providing emergency services in the community, compiling data on the child care resources available/needed after the disaster, or as otherwise needed.

4. Specific staff members may be allowed to telecommute from their homes if the facility or

alternative locations are not available or suitable for service delivery, and access to the financial and accounting system including provider payments is possible from the home site. The Recovery Team will identify the approved staff members in advance and provide the necessary access to the various systems from a remote location. Staff members will be required to maintain contact with the Recovery Team to obtain assignments and to update their status. Daily briefings will be required with frequent, routine updates conducted daily.

5. Emergency payroll procedures are in place and will be instituted as necessary to ensure all

staff members are compensated on a routine basis.

II-8 Alternate Recovery Point

The determination of the alternate recovery point should be made at the time of activation by the Coalition Chief Executive Officer in consultation with the Recovery Team of the Coalition, if time permits, and will be based on the incident, threat, risk assessments, and execution timeframe.

a. To ensure the adequacy of assigned space and other resources, the Emergency Coordinating Officer should review and confirm all alternate facilities semi-annually, within a fiscal year (July 1 – June 30). The ELC will be advised of the results of this review and of any updates to the alternate recovery point information.

b. The alternate recovery points have adequate parking capability to support the Recovery

Team. Information on dining and lodging should be provided to the Recovery Team members as soon as possible upon COOP activation.

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II-9 Mission-Essential Functions

It is important to establish priorities before an emergency to ensure that the relocated staff can complete the mission-essential functions. All Recovery Team members shall ensure that mission- essential functions can continue or resume as rapidly and efficiently as possible during an emergency recovery. Any task not deemed mission-essential may be deferred until additional personnel and resources become available.

In the event of an emergency, the following primary functions are considered mission-essential for the Coalition:

a. Administration of School Readiness services at the local-level

• Coordinating responses to all child care providers regarding activities and services which may be affected

• Ensuring contact points are maintained and communication is intact

b. Distribution of Programmatic Funds

To ensure reliable infrastructure support for the Coalition, the following support functions are also considered to be mission-essential:

a. Executive Direction b. Information Technology Support & Maintenance c. Finance & Accounting Services d. Communications e. Facilities/Property Management f. Human Resource Management

II-10 Delineation of Mission-Essential Functions

In the event the capacity of the Coalition is such that it cannot respond to the needs of customers or deliver crucial services, the Coalition’s functions will revert to an alternative provider. This provider has been identified as the Early Learning Coalition of Flagler - Volusia.

II-11 Warning Conditions

a. With Warning. It is expected that, in most cases, the Coalition will receive a warning of at least a few hours prior to an event. This will normally enable the full execution of the COOP with a complete and orderly alert, notification, and deployment of the Recovery Team to an assembly site or a pre-identified alternate recovery point.

b. Without Warning. The ability to execute the COOP following an event that occurs with little

or no warning will depend on the severity of the emergency and the number of personnel that survive. If the deployment of staff to an alternate recovery point is not feasible because of the loss of personnel, temporary leadership of the Coalition will be passed to the Office of Early Learning, which shall implement the Coalition’s COOP at the local level.

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(1) Non-Duty Hours. Affected staff should be able to be alerted and the Recovery Team activated to support operations for the duration of the emergency.

(2) Duty Hours. If possible, the COOP will be activated immediately to support operations for the duration of the emergency.

Attachment #6 is a listing of all affected employees and their contact information and contact information for service providers.

II-12 Direction and Control

a. In the event that the Chief Executive Officer is incapacitated or unavailable to make decisions regarding the Coalition’s COOP, authorized successors to the Chief Executive Officer are as follows:

ELC Seminole Officers

1. Director Pro Team – Mohammad Khan 2. Acting Chair – Adam Balls 3. Vice-Chair – Ryan Ridley 4. Treasurer – Grant Knowlton

The above-identified successors to the Chief Executive Officer are aware of this chain of command.

Lines of succession should be maintained by the Coalition organizational elements, to ensure continuity of mission-essential functions (Operating Organizational Chart, Attachment #1). As organizational changes occur, the Operating Organizational Chart should be updated and submitted to the Office of Early Learning.

b. Pursuant to Sections 20.05 (1) (b) and 20.50 (3), Florida Statutes, the Coalition has an official

established memorandum for Delegation of Authority for managers and officers within the local Coalition (Attachment #7).

c. The Chief Executive Officer and/or designee may order activation of the ELC Seminole’s COOP.

d. The Emergency Coordinating Officer, which may be the same individual, will be responsible for disseminating COOP guidance and direction during the activation and recovery phases.

e. When executed, the Emergency Coordinating Officer will notify the Office of Early Learning

(850-717-8550), the Seminole County Emergency Operations Center (407-665-5102) and the State of Florida Emergency Operations Center (850-413-9900).

II-13 Operational Hours

During COOP contingencies, the Coalition’s Chief Executive Officer and Recovery Team will determine the hours of operation for their respective staff consistent with the nature of the disaster.

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II-14 Alert and Notification

The ELC will alert staff of the possible activation of COOP through the use of the internal telephone tree. If on duty, all staff will report to a short meeting to review the responsibility of staff and reporting procedures. If off duty, Chief Executive Officer will notify each Director/Program Manager and start the telephone process. Each staff will be reminded of their responsibilities at that time.

The Coalition will use a variety of communication processes to advise parents and child care providers of the activation of the COOP plan. These will include email, website, telephone, and fax communications to child care providers. Parents will be notified of important information through public service announcements through the local media (television, newspaper, radio). Additionally, the Emergency Coordinating Officer will notify the Seminole Emergency Operations Center that an emergency recovery has occurred.

The Coalition will need at least 24 hours to complete the various communication processes.

The Emergency Coordinating Officer and the Executive Recovery Team will determine when the information is to be issued and what information is to be issued.

II-15 Telecommunications and Information Systems Support

Telecommunication and information systems maintained at the local level must be assessed to determine any inconsistencies or issues, which may arise if the COOP is activated. The Coalition must ensure that there are backup plans to address disruptions in communications in the event of a disaster.

The Emergency Coordinating Officer and the Executive Recovery Team shall have available cellular telephones for communication with each other and also the coalition conference call hosting information, in case an impromptu staff or leadership meeting is needed. Updated contact lists shall be made available to all members of the teams when any change in information occurs. Prior to an impending disaster, the contact list shall be reviewed and forwarded again to all members electronically. The list shall include name of team members, home telephone numbers, cellular numbers, e-mail addresses and emergency contact numbers. Updates about coalition opening and closing times and alternate instructions can be posted to the seminoleearlylearning.org website for immediate information updates.

After the disaster in the event communication systems are not available, the Emergency Coordinating Officer and the Recovery Team will meet at the Alternative Site Location (Attachment 3).

Electronic data is backed up on a daily basis through a routine, automated backup procedure to a local hard drive and also via electronic backup to a secure, encrypted Internet location. We also have the ability to save all backups to an external hard drive which only requires a USB connection to restore data.

Data that is stored consists of backups of EFS, MIP accounting, email, coalition administrative documents, and user files. Email is hosted through an internet provider, not an onsite server, but a backup of all emails are kept locally. The IT Administrator has the responsibility of ensuring that the automatic backups have occurred without error on a daily basis.

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The Internet backup occurs every evening, 7 days a week. Data is kept 30 days before being overwritten. This backup is available to be restored from any location that has Internet access. The local hard drive backup is also performed every evening, 7 days a week. The hard drives are kept in the locked server rack of the locked ELC building server room. In the event of a pending disaster, a copy of the most recent local backup is stored offsite with the Information Technology Administrator.

If a disaster occurs that required servers to be restored from backup, a computer (workstation, server, or laptop) would be loaded with VMWare and then critical servers would be restored from backup (preferably the local hard drive) as virtual servers, starting with EFS and SentryFile.

The main phone number of the coalition (407-960-2460) will be redirected to an alternate phone number if Bright House loses communication with the onsite phone system. The alternate number is a cell phone that can either have a custom message recorded leaving new instructions, or answered. Information on how to change the coalition phone message remotely will be made available to the Recovery Team so our main phone number can provide immediate information updates.

Faxes to 407-960-2489 are answered by internet fax services, so these would be undisturbed by any local disaster. Faxes can be sent and received electronically to anyone with internet service available.

Additionally, copies of critical coalition documents such as COOP Plan, Call Tree, Master Inventory, Employee Handbook, and Vendor and Provider contacts are stored on ELC Seminole’s secure ShareFile site, which essential Leadership staff has access to.

II-16 Security and Access Controls

a. Evacuation routes have been posted in all areas accessed by the public and employees of

the Coalition. The facility also includes up to date emergency alarms, lights, sprinkler systems and lighted exits necessary to ensure the safe exit of the occupants of the facility.

b. In the event the COOP is activated, all staff is assembled and a list of necessary actions

outlined including off-site record retention, securing files and computer hardware. Copies of critical information are downloaded from the Child Care Management System. One copy is maintained at the facility and one copy is released to the program manager who is responsible for the particular activity.

c. Critical equipment is disconnected and stored in the most secure area of the facility. The

equipment is elevated and covered with plastic to prevent water infiltration.

d. Hard copies of participant records are located in a locked vault in the ELC building. In the

event of an impending disaster, the file cabinets are secured and covered in a heavy gauge plastic to protect them from water intrusion.

e. The physical structure is boarded up as needed, locked and secured from the elements. All

items that could become blown around by the wind will be secured within the facility.

f. The Emergency Coordinating Officer will ensure all necessary security and access controls

are provided at the alternative facility.

g. Electronic copies of the COOP should be secured through limited access protocols.

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II-17 Test, Training and Exercise

a. Test, training and exercise programs include the following components:

• Staff awareness • Leadership responsibilities • Alert and notification procedures • Validation and testing of equipment and communications of selected alternate

facilities.

b. Exercise programs to test staff awareness and response capabilities are initiated and performed annually.

The COOP will be reviewed during routine staff meetings at least twice a year. Quarterly fire drills will be conducted to ensure that staff members are able to leave the building in a safe orderly fashion, ensuring the safety of parents, children and other visitors located within the facility. If time permits, a staff meeting will be held upon initiation of the COOP to review procedures for securing the facility, and for notification and activities after the disaster.

A copy of the COOP will be provided to each new employee and training provided during new employee orientations.

A copy of the COOP plan will be available to child care providers on the Coalition web site. Each contract agreement with child care providers will reference the COOP and require participation in an annual training conducted by the Coalition.

At the time of enrollment or recertification, parents will be provided with a short, easily understood document titled “Disaster Communication Plan” regarding the use of child care services during disasters and the possible need to reassign children in the event of structural failures. Parents will be instructed on how to locate up to date information regarding child care services after a disaster.

SECTION III: PHASE I – ACTIVATION PROCEDURES

The following procedures are to be followed in the execution of the ELC of Seminole COOP. The extent to which this will be possible will depend on the nature of the emergency, the amount of warning received, whether personnel are on or off duty, and the extent of damage to affected facilities and its occupants. This plan is designed to provide a flexible response to multiple events occurring within a broad spectrum of prevailing conditions. Therefore, the degree to which this plan is implemented depends on the type and magnitude of the event or threat.

III-1 Alert and Notification Procedures

a. The ELC Seminole notification process as related to COOP activation allows for a smooth

transition of the Recovery Team to an alternate facility to continue the execution of mission-

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essential functions across a wide range of potential emergencies. Notification may be in the form of:

(1) A COOP alert to the Executive Recovery Team that recovery is imminent.

(2) An announcement of a COOP activation through the Executive Recovery Team that

directs the Recovery Team to report to an assembly site or a designated alternate recovery point, and provides instructions regarding movement, reporting, and transportation details to an assembly site or a designated alternate recovery point.

(3) Instructions to the Recovery Team to report for departure and recovery to a

designated alternate recovery point and instructions to non-relocating employees.

b. Upon receipt of a COOP alert, the Emergency Coordinating Officer immediately notifies the

Recovery Team and the Executive Committee. Staff, child care providers, and parent notification will be in accordance with Section 11-15 of this plan.

c. The Chief Executive Officer or designee notifies the Office of Early Learning, the Department

of Children and Family Services, and the School Board of Seminole County that an emergency recovery of the Early Learning Coalition of Seminole is anticipated or is in progress.

d. The Emergency Coordinating Officer notifies the Seminole County Emergency Operations

Center that an emergency recovery of the Early Learning Coalition of Seminole is anticipated or is in progress.

III-2 Initial Actions

a. Based on the situation and circumstance of the event, the Coalition will evaluate the

capability and capacity levels required to support the current mission-essential functions of the facilities and determine if the situation necessitates recovery of staff and/or other resources. If it is deemed necessary to activate the COOP, the Executive Recovery Team will select an appropriate alternate recovery point.

b. The Coalition’s Emergency Coordinating Officer will initiate the immediate deployment of

the Recovery Team to an assembly site or the designated alternate recovery point.

c. The Emergency Coordinating Officer will notify staff and provide instructions and guidance

on operations and the location of the alternate recovery point.

d. The Emergency Coordinating Officer will coordinate the immediate deployment of the staff to an assembly site or the designated alternate recovery point.

e. After the initial notification effort is complete, the results, including individuals not

contacted, must be reported to the Coalition’s designee responsible for this activity.

f. The Emergency Coordinating Officer will notify the Office of Early Learning, the State of

Florida Emergency Operations Center (850-413-9900), and the local County Emergency Office that an emergency recovery of the local Coalition and/or the subcontractor is anticipated or is in progress.

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g. All personnel and sections of the Coalition should implement normal security procedures for areas being vacated.

h. The Coalition’s designated employee should take appropriate measures to ensure security

of the offices and equipment or records remaining in the building.

i. The Coalition will prepare the alternate recovery point for the continuity of the Coalition’s

mission-essential operations.

j. The Coalition will provide daily updates to the Office of Early Learning designees and the other interested parties regarding COOP activation and operations.

k. The Office of Early Learning will notify appropriate staff at the state level of the alternate

mail service location and the Coalition will notify the local mail delivery system of the recovery and provide mail routing instructions as appropriate.

l. If appropriate, the Coalition will prepare a public press release to inform customers of

alternate provisions including new work locations, phone numbers, etc.

III-3 Activation Procedures Duty Hours

The Chief Executive Officer of the Coalition will determine the need to implement the COOP and the recovery of the Coalition. The Coalition Chief Executive Officer will then notify the Recovery Team of the implementation of the COOP and the decision to relocate.

The Coalition Chief Executive Officer will provide daily updates to the Office of Early Learning and other parties regarding COOP activities.

The Chief Executive Officer will facilitate the implementation of the public press release and other notification strategies for child care providers and parents.

Child care providers will be notified of the recovery of the administrative offices through the use of the Coalition’s website, telephone messaging system, and e-mail alerts.

Parents will be notified of the recovery of the administrative offices through public service announcements or their child care provider. Notices will be posted on the current facility of the change in location including directions to the new location.

In the event of a pending disaster, an extra copy of electronic data and back up of all critical fiscal and administrative records from the Coalition is stored off-site at Wells Fargo Bank, 4005 W. Lake Mary Blvd., Lake Mary, FL 32746.

A hard copy of participant records are maintained and updated with information when necessary. The records are located in locked file cabinets at the Coalition. Prior to event, the file cabinets are secured and covered in a heavy gauge plastic to protect them from water intrusion.

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Critical fiscal and administrative records are copied and maintained at an alternative location routinely. These would include provider payment records, contracts, accounting records and supporting documentation and personnel information.

III-4 Activation Procedures Non-Duty Hours

a. The Chief Executive Officer and Recovery Team will maintain emergency contact

information in the event the COOP must be implemented during non-duty hours. At the time of an impending disaster the Chief Executive Officer will initiate contact with the Recovery Team to determine the need to activate the COOP. If it is deemed necessary, the Chief Executive Officer will contact the emergency number of the various members of the Recovery Team. The Chief Executive Officer will notify the recovery sites of the need to relocate and establish a timeline for completion of the process.

In the event the Chief Executive Officer is unavailable, the Chief Operating Officer will contact the Recovery Team.

b. Child care providers and parents will be notified of the recovery of services through the

public media operating at the time of the disaster. These may include television, radio, newspaper, and the emergency management system. If possible, a notice will be posted at the regular service site and various other sites accessible to the public.

c. Critical daily fiscal and administrative records are maintained at an alternative site routinely.

In addition to critical electronic data, copies of paper records necessary to conduct business and maintain a proper audit trail will be compiled upon notification of an impending disaster regardless of whether the notification was received during work or non-work hours. It is the responsibility of the Recovery Team to compile the necessary resources during non-duty hours. At all times the ELC will maintain the necessary paperwork to conduct business manually. The documents are stored on and off site in waterproof boxes.

d. One of the duties of the Recovery Team is to protect the facility and equipment prior to a

known emergency. The process will include securing the facility and placing critical electronic equipment in the most secure area of the building with protection from water damage. Once the emergency management system has indicated that it is safe to proceed to the facility, a survey will be conducted and any damage noted. All usable and critical equipment will be removed from the facility to the recovery facility if recovery is necessary.

III-5 Deployment and Departure Procedures – Time-Phased Operations

The Director and/or designee will determine allowances for partial pre-deployment of any mission-essential functions that are critical to operations at the time the COOP activation is directed. This determination will be based on the event or the level of threat. The following actions establish general administrative procedures to allow for travel and transportation to the alternate recovery point. Specific instructions will be provided at the time a deployment is ordered.

a. The Chief Executive Officer instructs the Recovery Team to begin deployment to the alternate recovery point.

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b. Recovery Team. The Recovery Team is instructed to either relocate to a designated assembly site or an alternate recovery point within 12 hours. Specific instructions will be provided at the time of activation.

c. Other Affected Staff. Staff persons who are not selected as Recovery Team members that

are present in the building at the time of an emergency notification will be directed to proceed to another unaffected facility or to their homes to await further instructions. At the time of notification, any available information regarding routes that should be used to depart the facility or other appropriate safety precautions will be provided. When it is determined to be feasible, associates may be allowed to telecommute from their homes until the building can be reoccupied or another facility is established.

III-6 Transition to Alternate Operations

a. Following the activation of the COOP and establishment of communication links at an alternate facility, the Chief Executive Officer and/or designee should order the cessation of operations at their main site.

b. The Chief Executive Officer and/or designee will notify the Office of Early Learning, the

State of Florida Emergency Operations Center, and the Seminole County Emergency Operations Center that an emergency recovery of the Coalition staff is complete and will provide new contact numbers.

c. As appropriate, the Chief Executive Officer or his/her designee notifies press, news media,

outside customers, vendors and other service providers of the temporary recovery (including any changes to Coalition contact information).

III-7 Site-Support Responsibilities

Following notification that a recovery of the Coalition staff has been ordered or is in progress, the facility contact at the alternate recovery point will coordinate with the Director and/or designee in preparation for the activation of the COOP and to receive the Recovery Team. This includes providing for the protection and movement of records. Staff from the Office of Early Learning’s statewide data system provider may assist with establishing connectivity and maintaining support for the required systems and databases.

SECTION IV: PHASE II - ALTERNATE OPERATIONS

IV-1 Execution of Mission-Essential Functions

Upon COOP activation, the Coalition will begin providing support for the following functions:

a. Monitoring and assessing the situation that required the recovery;

b. Monitoring the status of personnel and resources;

c. Planning and preparing for the restoration of operations at the main facilities or other long-

term facility.

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IV-2 Establishment of Communications

a. The Coalition staff in conjunction with Office of Early Learning Information Technology staff

will ensure all necessary and preplanned communications systems are established, adequate, and functioning properly; and will service and correct any faulty or inadequate communications systems.

b. The alternate facility should be pre-equipped with internet service.

c. The Coalition will ensure continual updates are provided in the form of telephone contacts,

press releases and web page updates in order to optimize communication efforts to both internal and external customers.

IV-3 Recovery Team

As soon as possible following the Recovery Team’s arrival at the designated alternate recovery point, the members will begin providing support for the following functions:

a. Coordinating transition of Coalition’s mission-essential functions to the alternate recovery

point.

b. Disseminating administrative and logistics information upon arrival, which must cover the

operational procedures for the next 30 days.

IV-4 Augmentation of Staff and Other Resources

a. If it becomes evident that the Coalition staff cannot ensure the continuous performance of

mission-essential functions, the Coalition, in coordination with the Office of Early Learning, will determine the additional positions necessary to ensure the continuous performance of mission-essential functions.

b. The Coalition, with assistance from the Office of Early Learning if needed, will then ensure

that the identified positions are staffed with individuals who have the requisite skills to perform the tasks.

c. The Coalition in cooperation with the Office of Early Learning will ensure that all resources

needed to sustain operations for 30 days are acquired.

IV-5 Amplification of Guidance to All Personnel

a. The Coalition will develop an informative memorandum for dissemination to its staff, the

Office of Early Learning, and the local community to include child care providers and parents, regarding the duration of alternate operations, pertinent information on child care payments, location(s) for services, payroll, time and attendance, duty assignments, and travel authorizations and reimbursements. The Coalition will disseminate the information to the appropriate staff.

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b. The Coalition has responsibility for consideration of the health and emotional well being of their staff and families. This includes obtaining information and providing guidance on any medical or special needs of their staff and families.

Resources through the American Red Cross may be accessed by employees shall the need arise. Parents and child care providers are provided information when requested on how to help young children cope with disasters, and contact information is provided to parents to meet their own needs.

IV-6 Development of Plans and Schedules for Reconstitution and Termination

a. The ELC will develop Reconstitution and Termination Plans and Schedules to ensure an

orderly transition of all ELC functions, personnel, equipment, and records from the temporary alternate location to a new or restored facility.

b. The ELC will approve the plans and schedules prior to the cessation of operations, and will

submit the plan to the Office of Early Learning in writing, as soon as is feasibly possible.

c. The ELC will take the lead role in overseeing the Reconstitution and Termination process.

SECTION V: PHASE III - RECONSTITUTION AND TERMINATION

V-1 Overview

Within 24 hours of an emergency recovery, the Coalition will initiate operations to salvage, restore, and recover the affected facilities after the approval of the local and federal law enforcement and emergency services, if involved. Reconstitution procedures will commence when it is ascertained that the emergency situation has ended and is unlikely to recur. Once this determination has been made, one or a combination of the following options may be implemented, depending on the situation:

a. Continue to perform mission essential functions at the alternate recovery point for up to 30

days.

b. Begin an orderly return to the main facilities affected and reconstitute full operations.

c. Establish operations in some other facility in the same geographical area.

V-2 Procedures

Upon a decision by the Coalition that the main facility can be reoccupied or that a different facility will be secured for the Coalition:

a. The Chief Executive Officer or designee is responsible for notifying essential agencies of

operating decisions

b. The Coalition will oversee the orderly transition of all functions, personnel, equipment, and

records from the alternate recovery point to a new or restored facility.

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c. Prior to relocating back to the main facility or another building, the Coalition will ensure appropriate security, safety, and health assessments for suitability.

d. The staff remaining at the alternate recovery point will transfer mission- essential functions

and resume normal operations when the equipment and documents are in place at the new or restored facility.

V-3 After-Action Review and Remedial Action Plan

a. An After-Action Review (information collection process) will be initiated prior to the cessation of operations at the alternate recovery point. The information to be collected will, at a minimum, include information from any employee working during the COOP activation and a review of the strengths and weaknesses at the conclusion of the operations.

b. The information is incorporated into a COOP Remedial Action Plan. Recommendations for

changes to the COOP and any accompanying documents will be developed and incorporated into the COOP annual review process.

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Mission-Essential Functions performed in facility:

• Executive Direction • Communications • Programmatic Funds Distribution • Finance & Accounting Services

• Human Resources/Payroll

• Resource and Referral

• Information Technology Support/Maintenance • Facilities/Property Management Services • Program Technical Assistance and Support • Program Oversight and Direction for School Readiness

Programs

• Eligibility Determination and services to families

Mission-Essential Data Systems and Records:

• Resource and Referral • Child Care Management System (EFS)

• Hard Copy Client Files • Financial Management Tracking System (MIP)

• ASQ Web Portal

Alternate Facilities:

ELC of Flagler & Volusia (Satellite) 1205 South Woodland Blvd. Suite 1 Deland, FL 32720

ELC of Flagler & Volusia 135 Executive Circle Suite 100 Daytona Beach, FL 32114

PROFILE

Early Learning Coalition of Seminole

280 Hunt Park Cove, Suite 1020

Longwood, FL 32750-7567

Building Contact for Coalition: Jennifer Grant - Phone: 407-960-2460 Ext 2461

ATTACHMENT 1 ORGANIZATIONAL CHART


ATTACHMENT 2 RECOVERY TEAM

NAME RECOVERY FUNCTION WORK CELL PERSONAL CELL E-MAIL ADDRESS

Jennifer Grant Chief Executive Officer 407-687-5021 407-312-6764

[email protected]

Vacant Chief Operating Officer 407-375-6980 N/A

Mohammad O. Khan Director of Finance 407-489-8439 407-362-3256 [email protected]

Pam Watson Database Administrator 407-489-3587 904-813-4721 [email protected]

Kerri Alberts Director of Program Compliance

407-489-4012

407-222-0527 [email protected]

Maryanne Miller

Director of Quality

Improvement

407-489-7248

352-267-2268

[email protected]

Tonya Schadle

Dir. of Child Develop.,

Early Ed & Special Projects

407-489-8124

407-221-8776

[email protected]

Karen Milligan

Executive Assistant

N/A

407-782-4403

[email protected]

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ATTACHMENT 3 ALTERNATIVE SITE LOCATION

1. ELC Flagler & Volusia - 1205 South Woodland Blvd., Suite 1, Deland, FL 32720 (Satellite Office)

2. ELC Flagler & Volusia - 135 Executive Circle, Suite 100, Daytona Beach, FL 32114

The use of an alternative location for the delivery of Coalition services will be based on the disaster, including any risk factors that would prohibit the delivery of safe services. The alternative location was chosen based on accessibility to the space and critical equipment including computers, copiers, etc. necessary for service delivery.

The C h i e f Executive O f f i c e r and the Recovery Team will jointly determine the need for recovery based on damage assessment conducted by the Recovery Team after the disaster. Members of the Recovery Team will provide the necessary directions to the staff within 12 to 24 hours after the disaster and when access to the area of the community is reestablished.

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ATTACHMENT 4 EMERGENCY COORDINATING OFFICER

Name: Jennifer Grant Office: 280 Hunt Park Cove, Suite 1020, Longwood, FL 32750-7567 Office Phone: 407-960-2460 Ext. 2461 Work Cell: 407-687-5021 Personal Cell: 407-312-6764 Office: [email protected]

EXECUTIVE COMMITTEE

NAME TITLE Jennifer Grant Chief Executive Officer Adam Balls Coalition Acting Chair Ryan Ridley Coalition Vice Chair Grant Knowlton Coalition Treasurer & Finance Committee Chair Nana Robertson Planning & Program Committee Chair Kendra Cassell Revenue Generating Committee Chair

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ATTACHMENT 5 POTENTIAL ALTERNATIVE SERVICE PROVIDERS

1. Department of Children and Families

400 W. Robinson Street Orlando, FL 32801-1736 Contact: Phone: 407-317-7000

2. Early Learning Coalition of Flagler and Volusia Counties 135 Executive Circle, Suite 100 Daytona Beach, FL 32114 Contact: DJ Lebo, Executive Director Phone: 386-323-2400

3. Satellite Location:

1205 South Woodland Blvd., Suite 1 DeLand, FL 32720

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Continuity of Operations Plan

2019

ATTACHMENT 6 STAFF ROSTER

COALITION STAFF INFORMATION

Employee Position Extension Personal Cell Home

Alberts, Kerri Director of Program Compliance 2471 407-222-0527 N/A

Allen, Kimberly Family Services – CCR&R

Enrollment Specialist 2480 407-364-0759 N/A

Astle, Collisa Early Education Specialist 2479 407-927-2783 407-788-4243

Butler, Lori INF/TOD Quality Specialist 2475 407-416-3003 N/A

Campbell, Marchonette Family Services – Eligibility 2476 407-687-4783 N/A

Conrad, Christina Child Development Specialist 2481 407-417-0815 N/A

Decherniss, Luz AP/Reimbursement Specialist 2470 407-492-3884 407-439-4723

Galan, Laura Family Services – Eligibility 2472 407-310-9005 N/A

Gogna, Amita Family Support Specialist 2468 407-928-1438 N/A

Gonzalez, Karla Main Line – Customer Services 2460 407-748-5942 N/A

Gonzalez, Ketty Compliance Specialist 2474 407-592-0482 N/A

Grant, Jennifer Chief Executive Officer 2461 407-312-6764 N/A

Hammons, Robin Staff Accountant 2467 813-300-6116 407-437-7342

Henderson, LaDaisha Family Services-CCR&R Enrollment Specialist

2493 850-288-9928 407-878-6188

Khan, Mohammad Director of Finance 2463 407-362-3256 N/A

McGregor, Cheyenne Director of Grants and

Communications 2462 727-389-4996 N/A

Milligan, Karen Executive Assistant 2464 407-782-4403 N/A

Miller, Maryanne Director of Quality Improvement 2473 352-267-2268 N/A

Miller, Stephanie Classroom Assessment Specialist 352-255-5898 352-267-1683

Okolowicz, Paula Compliance Specialist 2482 407-221-6686 407-323-3001

Roberson, Tina Early Education Support Specialist 2478 407-864-0150 N/A

Schadle, Tonya Director of Child Development

Early Education & Special Projects 2477 407-221-8776 N/A

Watson, Pamela Database Administrator 2487 904-813-4721 N/A

Vega, Camila Compliance Specialist 2483 386-383-1604 N/A

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ATTACHMENT 7 DELEGATION OF

AUTHORITY

For: Continuity of Operations Plan

Effective Date: July 1, 2017

Approved By: Board of Directors

1. Purpose To establish the delegation of authority for the Early Learning Coalition of Seminole to ensure continuous operations in the event of an emergency.

2. Authority

Early Learning Coalition of Seminole Board of Directors

3. Limitations on Exercise of Delegation of Authority

a) The delegation of authority is to the Director of Early Learning Coalition of Seminole or designee. In the event the Chief Executive Officer of the Early Learning Coalition is not available and unable to assume authority the delegation of authority is to the Chief Executive Officer Pro Tem.

b) The exercise of any delegated authority shall conform with all statutes and rules applicable to the Early Learning Coalition of Seminole.

c) The terms “issue”, “approve”, “execute”, “release”, and “grant” inherently include the authority to “deny”, “reject”, or “cancel”.

d) Delegation of authority is to be exercised with a high degree of judgment and caution. If there is any doubt whether exercising a delegation of authority is inconsistent with any of the above limitations, the person to whom the authority is delegated shall not exercise the authority without first consulting with the Board of Directors.

4. Explanation of Delegation of Authority Any authority delegated to a subordinate may also be exercised by any of the subordinate’s superiors. All supervisors may designate a person to act in their capacity during their absence. Such designation must be in writing unless the supervisor’s absence is due to a sudden illness or an emergency. Designation of authority to act in the absence of a supervisor conveys all authority of the supervisor unless otherwise stated herein or in the supervisor’s written designation.

5. Succession In the event that the Director is incapacitated or unavailable to make decisions regarding Early Learning Coalition of Seminole during an emergency, the Delegation of Authority is reassigned to the Board of Directors’ officers listed below in order of appearance:

a) Chair b) Vice-Chair c) Treasurer d) Planning & Program Committee Chair

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6. Delegation of Authority Approval

On July 1, 2017, the Board of Directors hereby approved the Delegation of Authority for the Early Learning Coalition of Seminole Continuity of Operations Plan.

Date Adam Balls, Acting Chair

30


ATTACHMENT 8 ORLANDO RADIO STATIONS

FM RADIO

87.5 HVSF – Business / Public / Country / Adult

88.3 WPOZ – Christian Radio

88.7 WQQZ - Spanish

89.1 WLAZ - Spanish

89.3 WPIO - Religious

89.9 WUCF – UCF Jazz Radio

90.7 WMFE - Classical

91.5 WPRK – Rollins College Radio

92.3 WWKA - Country

95.3 WPYO – Hip Hop / R&B

96.5 WHTQ – Classic Rock

98.9 FOXY – Rock / Oldies / Easy / Classic Rock

98.9 WMMO – Adult Contemporary

100.3 WEBG - Oldies

101.1 WJRR – Alternative Radio

103.1 WLOQ – Smooth Jazz

104.1 WTKS – Talk Radio

105.1 WOMX – Hot AC Radio / Mix 80s, 90s, Today

106.7 WXXL – Top-40

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AM RADIO

580 WDBO – News / Talk Radio

640 WVLG – Adult Contemporary

660 WORL – Sports

740 WQTM - Sports

790 WLBE – Talk Radio

840 WPGS - Spanish

950 WTLN - Religious

990 WDYZ – Children’s

1030 WONQ - Spanish

1060 WIXC - Sports

1080 WHOO - Sports

1140 WRMQ - Spanish

1170 WKFL - Gospel

1190 WAMT – Talk Radio

1220 WOTS - Spanish

1240 WKIQ – Talk Radio

1270 WRLZ - Spanish

1340 WWFL - Other

1400 WSDO – Spanish

1410 WQBQ – News / Talk Radio

1440 WPRD - Spanish

1480 WUNA - Spanish

1520 WHIM – Religious

1580 WNTF – Spanish

1600 WOKB – Gospel Music

1680 WLAA - Spanish

http://www.bayword.com/

http://www.620wdae.com/

http://www.broadcast.com/radio/spanish/WZTM/

http://www.860wgul.com/

http://www.bayword.com/

http://970wfla.com/

http://www.1010thebuzz.com/

http://wwba1040.com/

http://www.wwbf.com/

http://www.wonn.com/

http://www.whnz.com/

http://www.wtmy.com/

http://wmnf.org/

http://www.wsmr.org/

http://www.wusf.usf.edu/

http://www.spiritfm905.org/

http://wkes.mbn.org/

http://www.joyfm.com/

http://www.familyradio.com/

http://www.933flz.com/

http://www.wsjt.com/

http://949online.com/

http://www.tampas97x.com/

http://www.wpcv.com/

http://www.wwrz.com/

http://www.ktk985.com/

http://www.wild987.com/

http://www.wqyk.com/

http://www.mixmeansvariety.com/


ATTACHMENT 9 ORLANDO TELEVISION STATIONS

• WUCF Channel 24 PBS • WESH Channel 2 NBC • Bright House News Network 13 • WKMG Channel 6 CBS • WOFL Channel 35 FOX • WFTV Channel 9 ABC

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http://www.wedu.org/

http://wfla.com/

http://www.wtsp.com/

http://www.wtvt.com/

http://www.wusftv.usf.edu/


ATTACHMENT 10 CONFERENCE CALL INFORMATION

In order to coordinate leadership and staff, conference calls are available to be made at any time.

ELC-SEMINOLE CONFERENCE NUMBER:

Toll Free (712) 451-0744

Access Code 716577

-----------------------------------------------

Hosted By:

Free Conference Call

(844) 844 -1322

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ATTACHMENT 11 INSTRUCTIONS ON CHANGING THE COALITION PHONE MESSAGE

A message for callers can be placed on our main phone number in the event of an emergency.

407-960-2460 is normally answered by the front desk and then the auto attendant if the front desk is on another call. The phone system is in day mode (Mode 1) during normal operating hours and night mode (Mode 2) when we are closed. To change the greeting and put the phone into night mode please do the following.

RECORD TEMP GREETING REMOTELY (Outside the Office) Dial 407-960-2460 Wait for the Auto attendant, when you hear the auto attendant Press #2487 Press 72 Follow the voice prompts to change the main greeting and override the answering schedule. For Announcement messages press 2 For Answering schedule override press 6

RECORD TEMP GREETING (In the Office) Dial 2487 Wait for the Auto attendant, when you hear the auto attendant Press 72 Follow the voice prompts to change the main greeting and override the answering schedule. For Announcement messages press 2 For Answering schedule override press 6

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Attachment II.E. Sliding Fee Scale and Fee Waiver Policies

SUBJECT: Sliding Fee Co-Payments and Fee Waiver Policy

CATEGORY: School Readiness Child Eligibility

DATE: January 1, 2013, Revised November 3, 2014, Revised October 17, 2017, January 24, 2019

PURPOSE: To provide written guidance for Family Service staff for implementing a sliding fee scale and policies on applying the waiver or reduction of fees based on 6M-4.400, s. 1002.84(8), F.S., (s.1002.85(2) (c) ©5., F.S.).

PROCEDURES: 1. Sliding fee and parent co-payments apply only to school readiness programs. The sliding fee scale

establishes a co-payment for parents based upon their ability to pay.

2. Health and Human Services revises the Federal Poverty Levels (FPL) annually in the Federal Register. The Coalition bases its sliding fee scale on the income thresholds from the most current Office of Early Learning release of the federal poverty level.

3. The Coalition will determine the date to begin implementation of the new fee schedule. Coalition will ensure that the child’s parent and child care providers are notified of any changes to respective co- payment the next time the child’s eligibility status is re-evaluated.

4. Per Rule 6M-4.400, FAC, the Coalition’s sliding fee scale is set at a level that provides economically

disadvantaged families equal access to the care available to families whose income is high enough not to qualify for financial assistance for school readiness services. The total amount of a family’s copayment for services based upon the sliding fee scale may not exceed 10 percent of the family’s income, regardless of the number of children in care during the 12 months of eligibility. The Coalition’s sliding fee scale is submitted for approval to the Office of Early Learning prior to implementation.

5. If a child is authorized for part time care, the parent shall be assessed a part time co-payment. If a child is

authorized for full time care, the parent shall be assessed a full time co-payment. A parent with two or more children receiving school readiness services may receive a co-payment discount for the second and any subsequent child in their care based on the coalition’s approved sliding fee scale. When a discount is applied, the youngest child must be assessed a full co-payment based on the approved sliding fee scale and the hours of care needed.

6. When a child’s normal schedule of care is based on the school year schedule and the child is authorized school

readiness part time care during the school year and attends a full time day at the school readiness program on a school holiday or school closure, the parent shall pay the part-time co-payment. During the summer break, if a child attends full time, the parent shall pay the full time co-payment.

7. 7.Prior to enrollment at the child care provider, the Family Portal coalition will issue a Parental pPayment certificate for electronic signature by the parent, child care provider and ELC Counselor to certify enrollment to the parent to submit to w i t h an eligible school readiness provider. The Coalition notifies the parent during the enrollment process eligibility determination interview that additional fees charged by the provider may apply. If a child is enrolled with more than one provider, a copayment must be assessed for each authorized provider.

8. 8.The co-payment for which the family is responsible for is subtracted from the provider’s reimbursement, prior to payment by the Coalition. Collection of the family’s required co-payment for school readiness services is

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the responsibility of the school readiness provider in accordance with Section 1002.84(8) F.S. The provider should provide written notice of the parent co-payment due date. The parent co-payment should be collected within 10 calendar days of the provider’s payment due date. The provider must give the parent a receipt for each co-payment.

payment.

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9. 9.The provider shall document outstanding parent co-payment balances. The provider shall provide written notification to the parent of outstanding co-payment balances within fifteen calendar days of the provider’s payment due date. The notification should be provided to the Coalition on at least a monthly basis as long as there is a balance. Outstanding parent copayments will be subject to the provider’s payment policies as acknowledged and agreed upon by the parent. The acknowledgement should be documented by the

provider. If the provider intends to take action, in accordance with its policy that includes disenrolling the child from the provider site, the provider shall notify the Coalition at least five calendar days prior to disenrollment.

10. 10. A family may submit documentation at any time during the eligibility authorization period to decrease the co- payment. During graduated phase out, the family shall report any changes in family size or income to the Coalition within ten (10) calendar days. The Coalition shall adjust the family’s co-payment based on the reported information and shall notify the family and provider of any changes within ten (10) calendar days.

11.10. 11.At the end of the initial 12 month eligibility period at redetermination the Coalition will re-evaluate

the family’s eligibility. If the family’s income is above 150 percent of the FPL, but at or below 85 percent of the State Median Income (SMI), the family will enter the graduated phase out. The parent shall be assessed a co- payment that is based on the approved sliding fee scale. As the family’s income increases the co- payment shall gradually increase based on the approved sliding fee scale.

12.11. 12.During the initial eligibility period or during graduated phase out, if the family’s income

exceeds 85% of SMI, the family is no longer eligible for the program. The Coalition will notify the family that they are no longer eligible to receive school readiness. Services will be discontinued two weeks (14 calendar days) from the date of the notice as long as the two-week period does not extend beyond the family’s authorized eligibility period.

13.12. 13.A parent co-payment shall not be increased during the initial 12 month eligibility period.

The amount of co- payment assessed will remain in effect for the family’s authorized eligibility period, unless:

• The parent or referring agency requests and the Coalition grants a fee waiver request;.

• An incorrect payment was assessed by the Coalition, program participant error or program participant fraud

resulting in corrective action to reduce or increase the family’s co-payment; or.

• Co-payment during graduated phase out may be increased or decreased based on the family’s income

and size.

14.13. 14.The Coalition will not take action to recover an incorrect co-payment made to the Coalition error. Once the error is discovered, the Coalition must correct the error and apply the corrected payment. In cases where overpayment is caused by an incorrect co-payment resulting from parent error or parent fraud, the Coalition will attempt to recover overpayment and document attempts. If unsuccessful, the Coalition will notify the Office of Early Learning and submit documentation necessary in accordance with the Coalition’s approved anti-fraud plan.

14. 15.A family may not transfer his or her child to another school readiness program provider until the family

has submitted documentation from the current school readiness provider to the Coalition stating that the parent has satisfactorily fulfilled the co-payment obligation related to the school readiness program. Satisfactory fulfillment of the co-payment is defined as immediate payment of the outstanding co-payment obligation or establishment of a repayment plan for the outstanding co-payment obligation. All transfers shall

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be approved by the Coalition.

15.

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16.15. 16.The Coalition may waive co-payments on a case by case basis for families participating in an At Risk program as defined in Section 1002. 81 (1), F. S. On a case-by-case basis, a fee may be waived for an at risk child regardless of the family’s income. Under the standard process for waiving a fee for an at-risk child, the written documentation requesting the fee waiver at initial authorization for care and at each redetermination. The Request to Reduce or Waive Co-Payment Form is completed by the referring At Risk worker and includes supporting documentation for review to reduce or waive the co-payment by the Coalition. If approved, the co-payment is reduced or waived in the Family Portal.

17.16. 17.In addition, on a case-by-case basis, a temporary fee waiver can be approved for a child in a family whose income does not exceed 100 percent of the FPL and whose family experiences a natural disaster or an event that limits the parent’s ability to pay under the following documented circumstances:

• Parent(s) are in prison.

• Parent(s) are in the hospital or residential treatment facility.

• Parent(s) are unable to work due to illness or incapacitation.

• Parent(s) are homeless or living in a shelter.

• Parent(s) experience an emergency (i.e. natural disaster, fire, etc.)

• Parent(s) participation in a parenting class.

18.17. Fees for licensed foster parents may be waived, providing the child’s parents meet the criteria above. A shelter order is required from the referring agency in order to waive the parent co-payment. The information must be documented on the foster parent waiver form and placed in the eligibility file.

EXHIBITS: Sliding fee schedule (most recently adopted)

Parent Terms and Conditions Form Family Portal Request to Reduce or Waive Co-Payment

Office of Early Learning

PLAN AMENDMENT JUSTIFICATION OF CO-PAYMENTS ABOVE 10 PERCENT OF GROSS FAMILY INCOME

Coalition Name: Seminole Amendment #: Contact Person: Kerri Alberts I. PROPOSED ACTION

Explain the reason for the fee schedule change

□ Temporary Increase in Parent Fees

□ Permanent Parent Fee Schedule Change

✓ □ Required Annual Update for Current Federal Poverty Level.

II. IMPACT ON PARENT ACCESS TO SERVICES

Explain how fees are affordable and provide equal access to services. Include how fees have changed from previous scales. If fees have not changed and just reflect the required annual update for the new Federal Poverty Levels and State Median Income.

Fees have not changed and just reflect the annual update for the new Federal Poverty Levels and State Median Income.

Explain why low income parents are not disadvantaged by paying more than 10% of their gross family income for childcare. Support your explanation with facts.

Examples:

• Compare a family budget for a subsidized and non subsidized family indicating the value of household subsidies and family expenses.

• Explain how fees are applied consistently.

Complete this comparison for a family of three with gross income of $16,600 and 2 preschoolers in center based care.

Average Monthly Cost of Center Based Preschool Care

% of Income for Non Subsidized Family

Monthly Parent Fee for Subsidized Care

% of Income for Subsidized Family

$ 1184 85%

$117 9%

How were parents, providers or the general public involved in the decision? What was their input?

Discussion at ELC Program/Planning, Finance and Board of Director’s meetings in May 2019 and June 2019 open for public input. Parents are informed of parent fees upon enrollment and changes in fees are applied during the annual recertification appointment.

What was the date the early learning coalition adopted the change?

July 1, 2019.

III. BUDGET IMPACT

What impact will the proposed fee change have on the coalition budget? If none is anticipated, explain why.

None anticipated as fees have not changed and just reflect the annual update for the new 2019 FPL and SMI.

Sliding Fee Scale for Coalition

Effective date July 1, 2019

DAILY FEE ------- Annual Gross Income - Number of persons in Family -------

========= ============

Full-Time Part-Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- -----------------------------------------------------------------------------------------

2.30 1.15 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

11.50 5.75 50%FPL 6,245 8,455 10,665 12,875 15,085 17,295 19,505 21,715 23,925 26,135 28,345 30,555 32,765 34,975 37,185

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

3.10 1.55 6,246 8,456 10,666 12,876 15,086 17,296 19,506 21,716 23,926 26,136 28,346 30,556 32,766 34,976 37,186

19.50 7.75 75%FPL 9,368 12,683 15,998 19,313 22,628 25,943 29,258 32,573 35,888 39,203 42,518 45,833 49,148 52,463 55,778

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

3.90 1.95 9,369 12,684 15,999 19,314 22,629 25,944 29,259 32,574 35,889 39,204 42,519 45,834 49,149 52,464 55,779

19.50 9.75 12,489 16,909 21,329 25,749 30,169 34,589 39,009 43,429 47,849 52,269 56,689 61,109 65,529 69,949 74,369

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- -----------------------------------------------------------------------------------------

4.70 2.35 FPL 12,490 16,910 21,330 25,750 30,170 34,590 39,010 43,430 47,850 52,270 56,690 61,110 65,530 69,950 74,370

23.50 11.75 14,572 19,729 24,886 30,043 35,199 40,356 45,513 50,670 55,827 60,983 66,140 71,297 76,454 81,611 86,767

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

5.50 2.75 14,573 19,730 24,887 30,044 35,200 40,357 45,514 50,671 55,828 60,984 66,141 71,298 76,455 81,612 86,768

85% SMI 92,945 94,732

27.50 13.75 16,654 22,548 28,441 34,335 40,229 46,122 52,016 57,910 63,803 69,697 75,590 81,484 87,378 93,271 99,165

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

6.30 3.15 16,655 22,549 28,442 34,336 40,230 46,123 52,017 57,911 63,804 69,698 75,591 81,485 87,379 93,272 99,166

85% SMI 89,370 91,157

31.50 15.75 150%FPL 18,735 25,365 31,995 38,625 45,255 51,885 58,515 65,145 71,775 78,405 85,035 91,665 98,295 104,925 111,555

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

7.10 3.55 18,736 25,366 31,996 38,626 45,256 51,886 58,516 65,146 71,776 78,406 85,036 91,666 98,296 104,926 111,556

85% SMI 87,582

35.50 17.75 19,463 26,351 33,239 40,126 47,014 53,902 60,789 67,677 74,565 81,452 88,340 95,228 102,115 109,003 115,891

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

7.90 3.95 19,464 26,352 33,240 40,127 47,015 53,903 60,790 67,678 74,566 81,453 88,341 95,229 102,116 109,004 115,892

39.50 19.75 20,191 27,337 34,482 41,627 48,773 55,918 63,064 70,209 77,354 84,500 91,645 98,790 105,936 113,081 120,227

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

8.70 4.35 20,192 27,338 34,483 41,628 48,774 55,919 63,065 70,210 77,355 84,501 91,646 98,791 105,937 113,082 120,228

85% SMI 85,795

43.50 21.75 20,920 28,323 35,726 43,129 50,532 57,935 65,338 72,741 80,144 87,547 94,950 102,353 109,756 117,159 124,562

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

9.50 4.75 20,921 28,324 35,727 43,130 50,533 57,936 65,339 72,742 80,145 87,548 94,951 102,354 109,757 117,160 124,563

47.50 23.75 21,648 29,308 36,969 44,630 52,291 59,951 67,612 75,273 82,934 90,594 98,255 105,916 113,577 121,237 128,898

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

10.30 5.15 21,649 29,309 36,970 44,631 52,292 59,952 67,613 75,274 82,935 90,595 98,256 105,917 113,578 121,238 128,899

85% SMI 84,008

51.50 25.75 22,376 30,294 38,213 46,131 54,050 61,968 69,886 77,805 85,723 93,642 101,560 109,479 117,397 125,315 133,234

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

11.10 5.55 22,377 30,295 38,214 46,132 54,051 61,969 69,887 77,806 85,724 93,643 101,561 109,480 117,398 125,316 133,235

55.50 27.75 185%FPL 23,107 31,284 39,461 47,638 55,815 63,992 72,169 80,346 88,523 96,700 104,877 113,054 121,231 129,408 137,585

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

11.90 5.95 23,108 31,285 39,462 47,639 55,816 63,993 72,170 80,347 88,524 96,701 104,878 113,055 121,232 129,409 137,586

85% SMI 82,220

59.50 29.75 24,043 32,552 41,060 49,569 58,077 66,586 75,094 83,603 92,111 100,620 109,128 117,637 126,145 134,654 143,162

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

12.70 6.35 24,044 32,553 41,061 49,570 58,078 66,587 75,095 83,604 92,112 100,621 109,129 117,638 126,146 134,655 143,163

63.50 31.75 200%FPL 24,980 33,820 42,660 51,500 60,340 69,180 78,020 86,860 95,700 104,540 113,380 122,220 131,060 139,900 148,740

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

13.50 6.75 24,981 33,821 42,661 51,501 60,341 69,181 78,021 86,861 95,701 104,541 113,381 122,221 131,061 139,901 148,741

85% SMI 80,433

67.50 33.75 26,854 36,357 45,860 55,363 64,866 74,369 83,872 93,375 102,878 112,381 121,884 131,387 140,890 150,393 159,896

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

14.30 7.15 26,855 36,358 45,861 55,364 64,867 74,370 83,873 93,376 102,879 112,382 121,885 131,388 140,891 150,394 159,897

85% SMI 69,113 78,645

71.50 35.75 28,727 38,893 49,059 59,225 69,391 79,557 89,723 99,889 110,055 120,221 130,387 140,553 150,719 160,885 171,051

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

15.10 7.55 28,728 38,894 49,060 59,226 69,392 79,558 89,724 99,890 110,056 120,222 130,388 140,554 150,720 160,886 171,052

75.50 37.75 85% SMI 30,982 40,514 50,047 59,580

---------------- --------------------- -------------- -------------- -------------- ------------- ------------- -------------- ------------- -------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

Parents receiving hourly care pay up to the part time fee. 2019 Povertly Level (FPL) effective January 11, 2019

Note: 10% Parent Fee was calculated using 260 days. LIHEAP IM 2018-03 State Median Income Estimates

Refer to 6M-4.400, F.A.C.

Income 85% State Median Income:Upper threshold for eligibility

Please answer the following questions:

(1) If there is a sibling discount what is the percentage? 50% Sibling Discount

(2) If any family pays more than 10% of their gross income for child care, please complete and attach the justification form that explains how the fees will not limit parent access to services. ( N/A)

(3) Describe at what points during the year school age schedules are adjusted. For example, beginning of summer, end of summer, spring break, etc. ( School Year Calendar, Summer, Winter and Spring Break)

Seminole

FPL as indicated

unless exceeds

85% SMI

Florida's Office of Early Learning

SLIDING FEE SCHEDULE

2018-19 Quality Expenses

In order to ensure timely use of funds available once EFS Mod has been reconciled with Provider payments, the following expenditures, previously approved in the ELC budget are being proposed.

1. Incentives to Teachers based on the completion of the following trainingsa. MMCIb. Early Learning Florida Coursesc. Teaching strategies GOLD trainings and attainment of Inter-Rater Reliabilityd. Increase in CLASS score

Stipends will be based upon available funding and will incorporate any funding made available by OEL at the end of the PFP this year. Stipends will range from $25.00 to $400.00 per accomplishment per teacher.

2. Conference Scholarshipsa. Family Child Care Home National Conference and Association Membershipb. One Goal Conference

Based upon available funding, scholarships will be offered to Seminole Providers with a priority to School Readiness Providers. Scholarships will include conference registration costs and room rental.

2019-20 Proposed Initiatives

In conjunction with the budget planning process, the following initiatives are proposed for the 2019-20 fiscal year to meet the contractual requirements including but not limited to quality improvement activities, child assessment and teacher professional development opportunities.

1. Increase Provider paid holidays from 9 to 12, the maximum allowed under the SchoolReadiness program.

2. Add the option of IACET-approved trainings offered online by Discount School Supply.50 subscriptions will be purchased for $999. The trainings will meet requirements forQuality Improvement Plans. The ELC will have access to review the progress ofparticipants, select and assign courses and teachers will receive CUEs for completion.

3. Child Care WAGES program participation consideration to enhance the wages earned byteachers attaining credentials and formal education in early childhood education.

4. Implementation of the Battelle Development Inventory Screener (BDI). Rather thanvalidating the ASQ results the BDI would be implemented for children when the ASQindicates potential delays. The BDI is currently used by both Early Steps and SeminoleCounty Public Schools (SCPS). This initiative would enable the ELC staff to provide areport meeting the needs of our partner agencies and streamlining the process forchildren to access services needed. SCPS has trainers on staff that would be able toensure that ELC team members are properly trained and that reports generated willmeet the needs of the school district.

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The Child Care WAGE$® FLORIDA Project is a successful program that retains the early childhood workforce and incentivizes their ongoing education to ensure quality early learning experiences for young children. Operated and licensed through the Children’s Forum, WAGE$ is a nationally-recognized program that rewards early care and education and afterschool recipients with salary supplements based on their education and continuity of employment. In tandem with the T.E.A.C.H. Early Childhood® Scholarship Program, WAGE$ recipients receive training, technical assistance, quality assurance, and support. To ensure quality, integrity, and fidelity, WAGE$ programs are monitored regularly through ongoing programmatic and database review. In addition, the National Technical Assistance and Quality Assurance Center requires programs to engage in self-studies.

Research suggests that teachers are the most important determinant of quality in early childhood settings, yet poor compensation and lack of benefits are often barriers to recruiting and retaining a highly-qualified workforce. Turnover of staff has negative effects on program quality and on the social-emotional development of young children. A stable, well-trained, and fairly-compensated workforce is essential to provide the level of quality young children need for success in school and in life.

INVESTING IN THE EARLY CARE AND EDUCATION WORKFORCE IS THE FIRST STEP!

WANT TO MAKE A SIGNIFICANT DIFFERENCE FOR YOUNG

CHILDREN IN YOUR COMMUNITY?

For more information on theChild Care WAGE$® FLORIDA Project, contact:

Child Care WAGE$® FLORIDA DirectorChildren’s Forum, Inc.

2807 Remington Green CircleTallahassee, FL 32308

www.wages-fl.com850-681-7002 • 888-FL-CHILD

• Coursework oversight and ongoing support to WAGE$ participants are provided

Evaluation Data and Results• Annual evaluations are sent to each participant and their centers to identify the program’s effectiveness as well as satisfaction of services.• Evaluation data is provided to the funder for quality assurance purposes

How Effective is the Child Care WAGE$® FLORIDA Project? Data show that WAGE$ recipients increase their education levels and are more likely to remain with their employer. Turnover among participants is less than 10% annually compared to the national average of 30% - 40%. Feedback from recipients confirms their commitment to continue their education and remain in the field of early childhood.

WAGE$ is a Wise Investment!To ensure that WAGE$ dollars are well spent, the Children’s Forum maintains careful adherence to evidence-based procedures, practices, and guidelines which are central to the program’s success.

Average Program Percentage Costs for Local Funders

What Does the Children’s Forum Provide as the WAGE$ Licensee?

Administration of the Program for the Fiscal Year • Receive and evaluate applications which includes reviewing pay stubs to ensure salary is within allowable limits for supplements, evaluating education documents, college transcripts, and college accreditation• Enter recipient information in WAGE$ database• Correspondence with program participants and employers• Verify practitioner employment, work hours, and education prior to issuing salary supplement checks to qualified recipients• Prepare bills and invoices for funders• Maintain all files and records for monitoring and audit purposes• Manage a waitlist if necessary• Issue IRS-1099 forms at the end of the year to recipients as mandated by current tax law• Provide quarterly and end-of-year reports which include the number of WAGE$ recipients, remaining balance of funds, and documentation of outcomes• Training and technical assistance as needed

Marketing and Application Materials • Provide general program brochures, fact sheets, and provider application materials in quantities sufficient for the total number of qualified early childhood teachers in the county; local early learning coalitions or other funders may request customized marketing materials• Work with programs to target specific markets for the program• Develop a branded WAGE$ page on the Children’s Forum website that includes detailed eligibility information, downloadable applications, and brochures

Career Counseling and Support to Participants• Participants are assigned a career development counselor who assists them in reaching their professional development goals

Administration

Direct program support, case management, and career counseling

WAGE$ supplements to practitioners

82%

5%

13%

Preschool Development Grant Application

1. Please describe your coalition’s methodology for establishing a baseline for child assessment implementation, as well as goals/targets for child assessment implementation as a result of your PDG plan.

• The ELC of Seminole supports Teaching Strategies Gold for the child assessment implementation since 2015.

• Recruitment of Providers o Providers that currently have at least 75% of staff that have achieved reliability

using Teaching Strategies Gold child assessment. (6 Providers) o Providers that currently have at least 75% of staff that have completed the

Teaching Strategies Gold assessment training. (6 Providers) o Additional Providers that are interested in learning about child assessment

implementation.

2. Please describe your coalition’s plan for supporting child assessment implementation.

• Purchase TSG subscriptions for providers that are not currently implementing the child assessments.

• Purchase tablets to support child assessment implementation for providers that have at least 75% of practitioners who have maintained TSG reliability.

• Professional Development o TSG Boot Camp for practitioners that have previously completed the TSG online

training and/or achieved reliability. o TSG training for providers new to Teaching Strategies Gold child assessment. o TSG Communities of Practice

• Sessions to build a reflective and collaborative group of practitioners for enhancing their strategies of child assessment implementation.

• Practitioner stipends for completion of Benchmarks.

3. Please describe how your coalition plans to measure progress toward meeting the goals of your PDG plan as stated above:

• Tracking Completion of Benchmarks o 12 hours of TSG online training o Achievement of reliability o Participation in Communities of Practice Sessions o Monthly monitoring of child assessment implementation

4. Please describe how your coalition’s PDG plan aligns to child assessment best practices as outlined in OEL Program Guidance 420.02 Attachment C – School Readiness Child Assessment Guide:

• Create Communities of Practice • Provide support for practitioners participating in the online TSG trainings and reliability.

• Provide technical training and equipment to help practitioners with observations and data input.

• Provide stipends for practitioners that achieve Interrater Reliability and successful completion of TSG trainings.

• Provide stipends for providers that meet assessment period requirements regularly and with fidelity.

5. Please provide a detailed budget and budget narrative for anticipated expenditures related to your coalition’s PDG plan for supporting child assessment:

• ELC of Seminole’s PDG Grant allocation - $54,122 • In addition, the ELC of Seminole’s Quality budget will supplement the PDG Grant

allocation to support the implementation of child assessments.

Early Learning Coalition of Seminole and Department of Health

Collaborative Family Engagement Project

Objective: In partnership with the Department of Health, the ELC of Seminole will develop early

learning centers so parents can engage with their children in activities that will foster

development while families are seeking other services at the Health Department. Focus areas

will include social and emotional foundations, nutrition and dental health. In addition, families

will have access to developmental screenings and early learning resources while waiting for

other services at the Health Department.

Proposal: The ELC will design and purchase developmentally appropriate and engaging

materials and furniture to deploy in waiting areas of the Health Department. By combining the

financial resources of the Health Department and the Early Learning Coalition, the ELC will have

the opportunity to reach families that might not otherwise receive early learning supports.

Signage of ELC sponsorship as well as resources for assisting families of young children will be

made available to families receiving services through the WIC, Pediatric Dental and

Immunization clinics.

The ELC will develop materials related to the appropriate maintenance of the materials as well

as volunteer/staff training regarding methods to engage parents/guardians in their child’s

learning.

Finally, the ELC will purchase and install developmental screening software and resources on

tablets for use in the Health Department waiting areas. The Health Department staff will offer

tablets to families of young children that will contain the Ages and Stages Questionnaire and

links to other services through the Early Learning Coalition.

Funding Request: Based upon available funding, the request to expend up to $40,000 on the

purchase of tablets, software and installation, charging stations and developmentally

appropriate materials and furniture for three targeted waiting areas at the Health Department.

These expenditures will fall into the categories of child screening and assessment, outreach and

awareness and family engagement.

Heart of Florida United Way

FY 2019-20 Partnership Inquiry Please use the spaces below to share details on how your organization aligns with HFUW’s goals and strategies for our July 1, 2019 – June 30, 2020 investment year.

1. How does your organization serve the ALICE population in regard to services for

families? a. For these services, approximately how many unduplicated clients will your

organization serve in one year?

b. What outcomes and indicators will you track and report for these services?

2. How does your organization serve the ALICE population in regard to education and/or career related services? a. For these services, approximately how many unduplicated clients will your

organization serve in one year?


3. How does your organization serve the ALICE population in regard to financial stability and/or financial mobility?

a. For these services, approximately how many unduplicated clients will your organization serve in one year?


June 3, 2019 Ms. Jennifer Grant Early Learning Coalition of Seminole County 280 Hunt Park Cove, Suite 1020 Longwood FL 32750 Dear Ms. Grant: Thank you for your partnership with the Heart of Florida United Way (HFUW) during our July 1, 2018 – June 30, 2019 investment year. Next month, we look forward to receiving your organization’s year-end report detailing your accomplishments towards HFUW’s fight for the education, health and financial stability of every person in Central Florida. We are currently planning for our 2019 – 2020 investment year, we want to inform you of our strategy and learn more about how your organization can contribute to our goals. As you are aware, we commissioned the United Way ALICE Report to better understand the population in our communities that are Asset Limited, Income Constrained, Employed. HFUW has long served the ALICE population in the areas of education, income and health to build better lives. The ALICE Report clarifies and describes the complex challenges they face and provides invaluable insight regarding how to promote policies and programs that benefit everyone. HFUW will use our ALICE data as a driver of innovation, shining a light on the challenges ALICE households face and seeking collaborative solutions. HFUW will be investing in operational support for FY 2019 – 2020. With this in mind, how does your organization’s programs and services align with HFUW and our intention to implement changes that improve the lives of ALICE? While we continue to address the issue areas of education, financial stability and financial mobility, and health, we need information from you on how your organization aligns with our goals. Specifically:

1. How does your organization serve the ALICE population in regards to services to families, education and career, and/or financial stability/mobility?

2. How many unduplicated clients will receive related services during HFUW’s July 1, 2019 to June 30, 2020 investment year?

3. What outcomes and indicators will you track and report for these services? Please log into our website at www.UnitedWayWorks.org to submit your responses online by Friday, June 14, 2019. Your responses to our inquiry will help us to develop a memorandum of understanding with your organization for our 2019 – 2020 investment year. If you have any questions, please don’t hesitate to contact me at 407-429-2171 or email [email protected]. Once we have heard back from you, we will provide next steps regarding our partnership/investment for FY 2019 – 2020. Best,

JahKiya Bell, Ed.D. Vice President, Strategic Community Impact

http://www.unitedwayworks.org/


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Richard Corcoran

Commissioner of Education

Rodney J. MacKinnon

Executive Director

250 Marriott Drive • Tallahassee, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

June 7, 2019

M E M O R A N D U M

TO: Early Learning Coalition Executive Directors, Early Learning Coalition Finance Directors,

RCMA Executive Director

FROM: Rodney J. MacKinnon, Executive Director, Office of Early Learning

SUBJECT: Guidance for School Readiness (SR) Match Participation and Reporting Changes

_____________________________________________________________________________________________

The 2019 legislative session brought changes to the way local match dollars must be collected and reported in FY

2019-20, if approved by the Governor. Specific Appropriation 86 of the 2019-20 General Appropriations Act details

requirements for the allocation of funds for SR match participation. The purpose of this document is to outline the

changes and provide clarification on how early learning coalitions, RCMA, and match funding contributors would

be impacted.

2018-19 General Appropriations Act 2019-20 General Appropriations Act

Specific Appropriation 85 Specific Appropriation 86

From the funds in Specific Appropriation 85,

$3,954,325 in recurring funds from the General

Revenue Fund and $11,045,675 in recurring funds from

the Child Care and Development Block Grant Trust

Fund are provided for the Child Care Executive

Partnership. The funds shall be used for the Child Care

Executive Partnership Program, as defined in section

1002.94, Florida Statutes, as match to expand the

provision of services to low income families at or below

200 percent of the federal poverty level. Funds for this

program shall be used to match funds for statewide

contracts.

Funds in Specific Appropriation 85 require a match

from local sources for working poor eligible

participants of six percent on child care slots. In-kind

match is allowable provided there is not a reduction in

the number of slots or level of services from the

provision of in-kind match. The Office of Early

Learning may adopt a policy to grant a waiver of the six

percent match requirement to a rural county that

demonstrates a significant hardship in meeting the

match requirement. Progress towards meeting this

requirement shall be monitored by the Office of Early

Learning and shall be considered satisfactorily attained

if the six percent requirement is met on a statewide

basis.

From the funds in Specific Appropriation 86,

$30,000,000 is provided to expand the provision of

services to low income families at or below 200% of

the federal poverty level as long as the income does

not exceed 85% of the state median income.

Local matching funds can be derived from local

governments, employers, charitable foundations, and

other sources so that Florida communities can create

local partnerships focused on using the state and local

funds for direct services and expanding the number of

child care slots. To be eligible for funding, an early

learning coalition must match the state funds on a

dollar-for-dollar basis. The Office of Early Learning

shall establish procedures for the match program that

shall include giving priority to early learning coalitions

whose local match complies with federal Child Care

and Development Block Grant matching requirements.

http://www.floridaearlylearning.com/

OEL – SR Match and Reporting Changes 2 6/6/2019

Impact to coalitions and RCMA

In order to draw down federal funds, the state still must have local match. Under the 2019-20 General

Appropriations Act, however, the local 6% match requirement for individual coalitions was eliminated. The

state now provides $30,000,000 to expand School Readiness Program funds on a dollar-for-dollar basis.

Coalitions retain the flexibility to apply the local match collected, at any percentage to working poor

eligible clients as well as families entering the School Readiness Program up to 200% of the FPL, as

designated within the 2019-20 General Appropriations Act. The local match collected and reported by the

coalition in aggregate provides the dollar-for-dollar match.

Example: Local Cash Contributions totaling $1,000,000; State SR Match Funds $1,000,000

Billing Group Local Match

Funds

State SR Match

Funds

State SR Program

Funds

Total

Funding for

SR Slots

% Amount % Amount % Amount

Working Poor BG8 (up to 150% FPL)

6%* $600,000 94% $9,400,000 $10,000,000

*NEW* SR Match (up to 200% FPL entry)

0%* 100% $600,000 $600,000

50%* $350,000 50% $350,000 $700,000

Employer Benefits (up to 200% FPL entry)

50% $50,000 50% $50,000 $100,000

Total Funding $1,000,000 $1,000,000 $9,400,000 $11,400,000 *Dollar amount or percentage 0% - 100% allowed

In-kind donations can no longer be used toward meeting the provision for matching funds; however,

coalitions are still encouraged to seek in-kind funds to maximize resources for the SR Program.

Since coalition and RCMA participation in the SR match program is voluntary and requires a dollar-for-

dollar match, the waiver process is no longer necessary. Under the 2019-20 General Appropriations Act,

state SR Program match funds will only be provided to coalitions that secure a dollar-for-dollar match.

A workgroup will be organized to discuss EFS Mod system and business process enhancements needed as a

result of the potential changes to match participation.

How to relay this information to local match contributors

The allocation of $30,000,000 provides more funding to the SR Program. Coalitions have more flexibility

to apply local match contributions to best fit the needs of the local community and expand SR Program

services.

For more information on the General Appropriations Act, click the following links.

Link: 2018-19 General Appropriations Act, Specific Appropriation 85

Link: 2019-20 General Appropriations Act, Specific Appropriation 86

Please contact Sam Sweazy at [email protected] or Lisa Zenoz at

[email protected] with any questions.

http://laws.flrules.org/2018/9

http://www.flsenate.gov/Session/Bill/2019/2500/Amendment/379320/pdf



OEL Rule Promulgation

The following rules were approved by the State Board of Education on May 22, 2019:

A. Amendment to Rule 6M-4.500 Child Attendance and Provider Reimbursements

a. Tiered Reimbursements – differential based upon quality and child assessments b. Child Assessments – establishes timing for child assessments and reliability for

those conducting assessments c. Registration Fees – establishes the amount and frequency of registration fees

that the federal program now requires d. Contracted Slots – adopts a method of payment for contracted slots to improve

access to quality childcare in areas that have traditionally been underserved

B. Amendment to Rule 6M-4.630 Statewide Provider Contract Monitoring Tool for the School Readiness Program – Tier 1 Compliance Tracking/Desk Review had added the following components:

a. A Program Assessment was completed in accordance with Rules 6M-4.740, FAC; Yes or No

b. Date of Completion of Quality Improvement Plan Elements (if applicable) in accordance with Rules 6M-4.740, FAC.

c. Date of Completion of orientation (if applicable) in accordance with Rule 6M-4.610, FAC, OEL-SR20

Additionally, Rule 6M-8.601 Voluntary Prekindergarten (VPK) Provider Kindergarten Readiness Rate draft is open for public hearings Friday, June 14th at 11:30am – 1:00pm or until business is concluded. (Draft rule attached)

SBOE Meeting - May 22, 2019 - Consent - OEL Rules - Approval of Amendment to Rule 6M-4.500, Child Attendance and Provider Reimbursements

STATE BOARD OF EDUCATIONConsent ItemMay 22, 2019

SUBJECT: Approval of Amendment to Rule 6M-4.500, Child Attendance and Provider Reimbursements

PROPOSED BOARD ACTION

For Approval

AUTHORITY FOR STATE BOARD ACTION

Section 1001.213(2), Florida Statutes

EXECUTIVE SUMMARY

The Office of Early Learning (OEL) administers federal and state child care funds and partners with 30 local early learning coalitions to deliver comprehensive early learning services statewide. The office oversees three programs—the School Readiness Program, the Voluntary Prekindergarten (VPK) Education Program, and Child Care Resource and Referral services. OEL is required to submit its proposed rules to the State Board of Education for approval.

Rule 6M-4.500, F.A.C., outlines the procedures for reporting attendance and making payments to providers that serve children in the School Readiness Program. The proposed amendments to the rule reflect recent changes to federal program standards and Florida statutes and rules relating to the payment of fees, differential payments for program quality and child assessments and additional child care slots.

Specific amendments to the rule include:

1) Additional provider reimbursements. Last year the Legislature adopted the requirement that the Office develop a differential payment program based on quality measures for both classroom quality and child assessment. In the Fall of 2018 the Office adopted these quality measures in Rules 6M-4.740 and 6M-4.741, F.A.C. The amendments to this rule establish the reimbursements rates for these quality measures.

2) Child assessments. The rule establishes the timing of assessments for those providers that choose to assess the children in their program and the reliability of the individuals conducting those assessments.

3) Registration Fees. Federal program regulations now require that providers be reimbursed for reasonable registration fees that have in the past been charged to parents. The new section of the rule establishes the amount and frequency of these reimbursements.

4) Contracted slots. The use of contracted slots improves access to quality child care in areas that have traditionally been underserved. The rule amendment adopts a method of payment for those slots.

Supporting Documentation Included: Proposed Rule 6M-4.500, F.A.C.

Facilitator/Presenter: Rodney J. MacKinnon, Executive Director, Office of Early Learning

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6M-4.500 Child Attendance and Provider Reimbursements.(1) General Provisions.(a) A school readiness provider shall not receive payment for a student prior to the student’s first day of attendance or after the

student is terminated from the school readiness program.(b) Reimbursement rates shall be paid based on a child’s care level and unit of care as defined by the coalition’s approved

provider rate schedule for the county in which the provider’s facility is located.(c) Daily attendance documentation shall be maintained by each school readiness provider based on the terms of the Statewide

School Readiness Provider Contract, specified in Rule 6M-4.610, Florida Administrative Code (F.A.C.). The provider must record daily child attendance using a paper sign-in and sign-out form or electronic attendance-tracking system that is maintained at the provider site to validate the attendance data. For electronic electornic-attendance systems, the provider must backup records on a regular basis to safeguard against loss. The sign-in and sign-out forms will vary by provider but must contain the following information:

1. Provider’s name,2. Child’s first and last name,3. Time in and out,4. Date; and,5. An authorized signature or electronic attendance-tracking system that records the date, child’s name, and electronic signature,

card swipe, entry of a personal identification number, or similar daily action taken by the parent or other person dropping off or picking up the child to, or from, the provider site. Authorized signature, paper or electronic, includes provider designee for children who are transported via school to or from the provider site or a parent or person authorized by the parent as documented in writing and on file with the provider.

(d) A provider shall be reimbursed for each day that there is documented evidence that the child was in attendance.(e) For school readiness children who are transported to and/or from the provider site, attendance shall be documented in

accordance with the applicable health and safety handbook for the provider type as specified in Rule 6M-4.620, F.A.C. A copy of each handbook may be obtained by contacting the Office of Early Learning, 250 Marriott Drive, Tallahassee, FL or at https://www.flrules.org/Gateway/reference.asp?No=Ref-07457.

(f) The provider must report any discrepancy, overpayment, or underpayment within sixty (60) calendar days of transmission of the reimbursement summary. Reported changes must include supporting documentation. Discrepancies validated by the coalition will be corrected for reimburement purposes.

(g) For a child who is authorized only full-time care, a coalition shall not recoup or adjust a provider’s reimbursement for days a child attends part-time.

(h) The coalition shall not reduce authorized hours of care prior to redetermination unless the parent requests a reduction in the authorized hours of care based on hours of care needed.

(i) The coalition must conduct monitoring activities in accordance with Rule 6M-4.630, F.A.C., to ensure the accuracy of payments of the monthly reimbursement requests. If it is determined through monitoring of the attendance documentation that aprovider received an improper payment (overpayment or underpayment), a payment adjustment is required to correct the improper payment.

(j) In order for a provider to be reimbursed for a child served by a coalition other than the coalition where the provider islocated, the provider must have executed a Statewide School Readiness Provider Contract with the coalition of the child’s residence prior to enrollment and reimbursement. The provider’s reimbursement rates shall be negotiated in accordance with the approved school readiness plan of the contracted coalition. However, the provider reimbursement rate shall not exceed the contracted coalition’s approved school readiness rates based on the child’s care level and unit of care.

(k) In accordance with Section 1002.84(10), F.S., attendance records may not be altered or amended after December 31 of the subsequent year.

(2) Monthly certification of child attendance for payment reimbursement.(a) An early learning coalition shall give a school readiness A provider must complete and certify a monthly roster, prepared by

using the statewide information system, that lists each child enrolled in the provider’s school readiness program, and includes spaces for a private provider or public school to report a child’s attendance for the calendar month. In the event the statewide information system is non-operational, the early learning coalition shall provide the school readiness provider with a monthly roster.

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https://www.flrules.org/Gateway/reference.asp?No=Ref-07457


(b) A school readiness provider must certify the monthly attendance of a child enrolled in the provider’s school readiness program. A school readiness provider may certify monthly attendance by electronic means approved by the early learning coalition.

(b)(c) For each calendar month that a school readiness provider participates in the school readiness program, the coalition shall not pay the school readiness provider until the provider submits a monthly attendance roster to the coalition which certifies the attendance of each enrolled child from the prior month.

(c)(d) If a child arrives at a school readiness provider’s site but the provider or school refuses the child’s attendance, the provider or school must record the instructional day as a non-reimbursable absence. However, the provider may be reimbursed as a reimburseable absence in the case the child is ill as documented by the parent or provider and in accordance with paragraph four (4) of this rule.

(3) Holidays.(a) A recognized holiday as approved by the local coalitions shall not be counted as an absence for purposes of reimbursement.

The coalition shall include reimbursements to providers of full and part-time care for up to twelve (12) recognized holidays per year as authorized in the Statewide School Readiness Provider Contract.

(b) For school-aged children authorized part time care, a provider shall be reimbursed at a part time rate if a child care provider is closed on a coalition approved holiday. If a school-aged child is authorized full time care on school holidays, school closures or teacher inservice days, a provider shall be reimbursed at a full time rate if the provider is open. For school-aged children authorized full time care during the summer, a provider shall be reimbursed at the full time rate for coalition approved holidays.

(c) For a school-aged child, if the child is scheduled to attend full time at a provider that is open on a day when school is closed and does not attend because his/her parent has opted to keep the child home that day, the provider shall be reimbursed at the full time rate in accordance with paragraph (4)(a), below.

(4) Absences.(a) Reimbursement shall be authorized for no more than three (3) absences per calendar month per child except in the event of

extraordinary circumstances in which case the coalition or its designee shall document provide written approval for payment based on written documentation provided by the parent justifying the excessive absence for up to an additional seven (7) days. Extraordinary circumstances does not include vacation or recreational time.Examples of extraordinary circumstances include the following:

1. Hospitalization of the child or parent with appropriate documentation (i.e., doctor’s note, hospital admission),2. Illness requiring home-stay as documented (doctor’s note, parent statement),3. Death in the immediate family with appropriate documentation (i.e., obituary, death certificate, parent statement),4. Court ordered visitation with appropriate documentation (i.e., court order), or5. Unforeseen documented military deployment or exercise of the parent(s) (i.e., military orders of deployment, reserve duty),(b) Total monthly reimbursed absences shall not exceed ten (10) calendar days.(c) If a child is absent for five (5) consecutive days of the child’s regulary scheduled attendance, during a calendar month, with

no contact from the parent, the provider shall submit written notification to the local coalition or its designee who in turn shall determine the need for continued care. The coalition shall document in the case file all attempts to contact the parent by the coalition, provider, or referring agency, if applicable.

(d) If the child has ten (10) unexplained absences absenses during a total calendar month of attendance, with no contact from the parent, the provider shall submit written notification to the local coalition or its designee who in turn shall determine the need for continued care. The coalition shall document in the case file all attempts to contact the parent by the coalition, provider, or referring agency, if applicable. If a determination is made that school readiness services are no longer needed, the local coalition or designee shall send a notice of termination to the parent and school readiness provider at least 2 weeks prior to disenrollment pursuant to Rule 6M-4.200, F.A.C. If the authorized eligibility period ends in less than 2 weeks, the notice of disenrollment will be sent stating that services will end on the last day of the current eligibility period. However, an at-risk child may not be disenrolled from the program without the written approval of the Child Welfare Program Office of the Department of Children and Families or the community-based lead agency. A notice of termination shall be maintained in the case file and provided to the parent, provider and referring agency.

(e) When an at-risk child has an unexcused absence or seven consecutive days of excused absences, the school readiness provider shall notify the Department of Children and Families or community-based lead agency and the early learning coalition prior to the close of business on the day of the absence. The coalition shall document any contact made with the provider, referring agency

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and parent in the case file. This paragraph shall apply to all at-risk children under the age of school entry.(5) Reimbursement for Contracted Slots. If a coalition participates in the Contracted Slots Program and the coalition determines

a provider is eligible for the program in accordance with 6M-4.610, FAC, then the coalition may reimburse the provider up to 10% above the 75th percentile of the market rate determined in accordance with 1002.895, F.S. If the market rate data is not available or is based on a sample size of less than four for a specific provider type and/or care level by county, then the rate shall be based on the statewide market rate for the applicable provider type and/or care level. The portion of the contracted slots reimbursement up to the provider’s private pay rate shall be funded by school readiness direct service billing groups. The remaining portion of the contracted slots reimbursement exceeding the provider’s private pay rate shall be funded as a quality expenditure, however, the contracted slots reimbursement rate is not considered a quality improvement program and is not included in the calculation of the 20% limit for combined quality improvement program differentials .

(6) Reimbursement for Registration Fees. If a provider has indicated that it charges a registration fee in Exhibit 5 of the State of Florida Statewide School Readiness Provider Contract, Form OEL- SR 20, as incorporated by reference in Rule 6M-4.610, F.A.C. the coalition shall pay the provider a registration fee for each child enrolled in the School Readiness program. The coalition shall pay the registration fee two (2) times within a five (5) year period during a child’s continuous eligibility for the program. Five continuous years begins with the effective date of this rule.

(a) The coalition shall pay a registration fee of up to seventy-five dollars per eligible child. The payment for the registration fee shall not exceed the provider’s published private registration fee.The coalition shall reimburse the registration fee with the reimbursement for the child’s first month of attendance with the provider. For children currently enrolled in the program, the coalition shall reimburse the provider the registration fee the next time the fee is due to the provider after the effective date of this rule. If a child is attending different providers concurrently, the coalition shall pay the registration fee to the provider that the child attends the majority of the time. If a child concurrently attends all providers an equal amount of time, the registration is paid to the provider where the child has been enrolled the longest.

(b) If there is a break in the child’s eligibility of at least twelve consecutive months, the two-time limit starts over.(c) If the child’s provider closes or has its contract terminated, the coalition shall pay the registration fee to the new provider.

This payment is considered a one-time exception and does not apply to the two-time limit.(d) If the family experiences hardship requiring a transfer to a different provider, the coalition shall pay the registration fee to

the new provider. This payment is considered a one-time exception and does not apply to the two-time limit. Hardship may be demonstrated by evidence of one or more of the following:

1. Illness of the child or parent requiring the family to relocate.2. Loss of a parent resulting in family relocation.3. Loss of employment resulting in family relocation.4. Eviction requiring the family to relocate.5. Natural or man-made disaster.6. Child expulsion in accordance with the provider’s policies. (e)The coalition shall recoup the registration fee in cases where a provider expels a child within three (3) months of enrollment. (7)(5) Reimbursement for Children with Special Needs.(a) A child care provider may be reimbursed by the coalition at a higher rate if caring for any school readiness child with special

needs requiring additional care beyond services required by the Americans with Disabilities Act (ADA). To receive a special needs rate, a child care provider must submit a list of the special needs services it is providing for each special needs child, in addition to the routine school readiness services. A special needs rate may be negotiated up to twenty (20) percent above the maximumapproved base reimbursment rate established for infant care rate established by the coalition. However, any amount that exceeds the providers private pay rate for infant care shall be classified as a quality expenditure.

(b) To receive a special needs rate, in addition to the base rate, it must be requested by the provider and approved by the coalition. A special needs rate shall be reimbursed for a school readiness child that has a documented physical, mental, emotional, or behavioral condition that requires a higher level of care in the child care setting. The special need child’s condition must be validated by a licensed health, mental health, education or social service professional other than the child’s parent or person employed by the child care provider.

(6) Reimbursement for Gold Seal Quality Care Programs.A child care provider that has a current Gold Seal Quality Care designation, as defined in Section 402.281, F.S, may receive a

103


differential rate higher than the coalition’s base approved reimbursement rate for each care level and unit of care. The reimbursement rate for the Gold Seal differential may be negotiated up to twenty (20) percent above an early learning coalition’s approved reimbursement rate for each care level and unit of care.

(8)(7) Reimbursement for Combined of Quality Improvement Programs.(a) Coalitions may reimburse providers participating in a combination of state, as described in paragraphs (9), (10), and (11) of

this rule, or local quality programs not to exceed twenty (20) percent above the provider’s private pay rate to support quality. This calculation does not include the contracted slots reimbursement rate. Payments may exceed private pay rates if they are designed to pay providers for additional costs associated with offering higher-quality care. Any amount that exceeds the providers’ private pay rate shall be classified as a quality expenditure.

(b) A child care provider that is currently participating in a state or local quality improvement program, as documented by the coalition and approved by the Office of Early Learning, may receive a differential rate higher than the coalition’s approved base approved reimbursement rate for each care level and unit of care. The reimbursement rate for each the state and local quality improvement differential shall be calculated using may not exceed twenty (20) percent above an early learning coalition’s approved base reimbursement rate for each care level and unit of care.

(9) Reimbursement for Gold Seal Quality Care Programs. A child care provider that has a current Gold Seal Quality Care designation, as defined in Section 402.281, F.S, may receive a differential rate higher than the coalition’s approved base reimbursement rate for each care level and unit of care. The reimbursement rate for the Gold Seal differential may be negotiated up to twenty (20) percent above an early learning coalition’s approved base reimbursement rate for each care level and unit of care.

(10) Reimbursement for Quality Performance Incentive.(a) An eligible child care provider that receives a program assessment composite score above the Quality Improvement

Threshold score, as defined in Rule 6M-4.741, F.A.C., shall receive a tiered Quality Performance Incentive differential rate above the coalition’s approved base reimbursement rate for each care level and unit of care.

(b) A child care provider’s Quality Performance Incentive differential shall be based on the most recent program assessment composite scores. The differential will be adjusted at the beginning of the new Statewide School Readiness Provider Contract year.

1. Providers that receive program assessment composite scores of 4.00 to 4.99 shall receive a four (4) percent Quality Performance Incentive differential.

2. Providers that receive program assessment composite scores of 5.00 to 5.99 shall receive a seven (7) percent Quality Performance Incentive differential.

3. Providers that receive program assessment composite scores of 6.00 to 7.00 shall receive a ten (10) percent Quality Performance Incentive differential.

(c) A child care provider that is currently on a Quality Improvement Plan, pursuant to Rule 6M-4.740, F.A.C., is not eligible forthe Quality Performance Incentive.

(11) Reimbursement for Child Assessments.(a) An eligible child care provider, as defined in subsection (b) below, shall receive a child assessment differential

reimbursement rate of five (5) percent higher than the coalition’s approved base reimbursement rate for each care level and unit of care. This differential shall be paid within 60 days of conclusion of each assessment period with the monthly reimbursement. The differential shall be paid for all eligible children, as described in paragraph (c) of this subsection, assessed during the assessment period and in accordance with this subsection, once all assessments have been successfully completed and submitted per the requirements of the OEL approved assessment tool. A child care provider who contracts for the SR Program at a time that does not allow three assessment periods to be completed in the contract year is not eligible for a differential.

(b)To be eligible to receive the child assessment differential rate, a provider shall complete child assessments with an OEL approved assessment tool conducted by teachers determined reliable as defined by the child assessment tool at least three times per year and submit valid and reliable data to the statewide information system. A child care provider that is currently on a Quality Improvement Plan, pursuant to Rule 6M-4.740, F.A.C., is not eligible for the child assessment differential reimbursement.

(c) To receive the differential, all eligible school readiness children ages birth to kindergarten entry, who have been enrolled at the provider for at least 60 days, shall be assessed during the eligible assessment periods on all domains as defined by the OEL -approved tool chosen by the provider. If a child enrolls at the provider later than 60 calendar days before the end of the assessment period, the child shall be assessed in the next assessment period.

(d) A roster of all birth to five classrooms must be submitted to the office through the OEL-defined system as required in Form

104


OEL-SR 740 (November 2018), incoporated by reference in Rule 6M-4.740, F.A.C., and must indicate all teachers assigned to each classroom. A provider shall maintain at least 75% of teachers reported on the providers birth to five classrooms roster meeting the reliability requirements as defined by the OEL-approved assessment tool to receive the child assessment differential rate. If the provider falls below 75% due to the loss of a teacher or a teacher is no longer considered reliable, the provider will have 45 calendar days to replace the teacher with a reliable teacher. If the teacher is not replaced within 45 days of the previous teacher’s last day of employment and the provider has not retained 75% of reliable teachers, the differential shall not be paid for the remainder of the contract term. If a provider falls below the 75% reliability requirements, they should notify the coalition within five business days of the last date of the previous teacher’s employment or reliability for the current teacher expires.

(e) Assessments shall be conducted within the following periods and all data completed and uploaded in the last month of that period:

1. Assessment Period One – August 1 – October 312. Assessment Period Two – November 1 – January 313. Assessment Period Three – February 1 – April 30(f) A parent may decline to have a child assessed at the time of enrollment at the provider through the statewide information

system.(8) Reimbursement for Combined Quality Programs. A child care provider that is currently receiving a Gold Seal differential

and participating in a state or local quality improvement program, as documented by the coalition and approved by the Office of Early Learning, may receive a differential rate higher than the coalition’s base approved reimbursement rate for each care level and unit of care. The reimbursement rate for quality improvement differential shall not exceed twenty (20) percent above the provider’s private pay rate.

Rulemaking Authority 1001.213(2), 1002.895 FS. Law Implemented 1002.82(2)(c), 1002.82(2)(f)1.a.(III), 1002.82(2)(k),1002.82(2)(p),1002.82(2)(o) 1002.87(8), (9), 1002.895 FS. History–New 2-2-05, Formerly 60BB-4.500, Amended 1-1-15, 5-28-17,

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SBOE Meeting - May 22, 2019 - Consent - OEL Rules - Approval of Amendment to Rule 6M-4.630, Statewide Provider Contract Monitoring Tool for the...

STATE BOARD OF EDUCATIONConsent ItemMay 22, 2019

SUBJECT: Approval of Amendment to Rule 6M-4.630, Statewide Provider Contract Monitoring Tool for the School Readiness Program

PROPOSED BOARD ACTION

For Approval

AUTHORITY FOR STATE BOARD ACTION

Section 1001.213(2), Florida Statutes

EXECUTIVE SUMMARY

The Office of Early Learning (OEL) administers federal and state child care funds and partners with 30 local early learning coalitions to deliver comprehensive early learning services statewide. The office oversees three programs—the School Readiness Program, the Voluntary Prekindergarten (VPK) Education Program, and Child Care Resource and Referral services. OEL is required to submit its proposed rules to the State Board of Education for approval.

OEL is statutorily required to establish by rule a standard statewide provider contract to be used with each School Readiness Program provider. The contract has been adopted in Rule 6M-4.610, F.A.C., with amendments to the contract form approved in the Fall of 2018. Procedures and a tool for early learning coalitions to use when monitoring compliance of contracted school readiness program providers with the terms of the contract are adopted in Rule 6M-4.630, F.A.C.

OEL is amending Rule 6M-4.630, F.A.C., to revise the monitoring tool form to align with the amended standard statewide provider contract. The changes to the incorporated form includemonitoring provisions regarding health and safety, program assessment, quality improvement plans, developmental screening and child assessment.

Supporting Documentation Included: Proposed Rule 6M-4.630, F.A.C. Form OEL-SR 20M, Statewide School Readiness Provider Contract Monitoring Tool (under separate cover)

Facilitator/Presenter: Rodney J. MacKinnon, Executive Director, Office of Early Learning

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SBOE Meeting - May 22, 2019 - Consent - OEL Rules - Approval of Amendment to Rule 6M-4.630, Statewide Provider Contract Monitoring Tool for the...

6M-4.630 Statewide Provider Contract Monitoring Tool for the School Readiness Program.(1) The Statewide School Readiness Provider Contracting Monitoring Tool, Form OEL-SR 20M, with Attachment A through D

(June 2019) (March 2017) is hereby adopted and incorporated by reference. A copy of Form OEL-SR 20M including Attachments A-D may be obtained at http://www.floridaearlylearning.com/oel_resources/rules_guidance_technical_assistance.aspx or from theOffice of Early Learning, 250 Marriott Drive, Tallahassee, FL 32399. The incorporated forms are also available at: https://www.flrules.org/Gateway/reference.asp?No=Ref-08021.

(2) All school readiness providers shall be monitored by a coalition using Form OEL-SR-20M. This contract monitoring tool shallalso be used by a coalition to monitor a school readiness program provider in response to a parental complaint. For parental complaints,the coalition shall utilize the criteria in the monitoring tool category that relates to the complaint and may monitor additional categoriesif the coalition deems additional review is appropriate. An early learning coalition may execute and retain this Contract MonitoringTool electronically in compliance with Section 668.50, F.S.

(3) A coalition’s school readiness provider program monitoring plan shall include identifying timelines for annual monitoring of school readiness program providers, documented sample size based on the total of all school readiness providers, regardless of provider type, that adheres to the OEL minimum annual sample size guidelines found in Attachment B of Form OEL-SR 20M, draft and finalreport dates, response dates and deadlines, corrective action plan requirements and resolutions, and additional processes to facilitateprogram compliance. All amendments of the coalition’s school readiness provider program monitoring plan shall be submitted to the Office of Early Learning prior to execution of that plan in accordance with Rule 6M-9.115, F.A.C.

(4) Neither a coalition nor its designated school readiness sub-recipient may omit, supplement, or amend the monitoring criteriaidentified in the Statewide School Readiness Provider Contract Monitoring Tool. Neither a coalition nor its designated school readinesssub-recipient may include any attachments, addenda, or exhibits to the Statewide School Readiness Provider Contract Monitoring Tool.

Rulemaking Authority 1001.213(2), 1002.82(2)(q)(o) FS. Law Implemented 1002.82(2)(q)(o), 1002.84 (15), 1002.85(2)(h) FS. History–New 7-1-15,

Amended 3-20-17,

107

https://www.flrules.org/Gateway/reference.asp?No=Ref-08021

STATEWIDE SCHOOL READINESS PROVIDER CONTRACT MONITORING TOOL

Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool

June 2019 Page 1 of 22

A. Monitoring Requirements

A coalition administers the School Readiness Program through the service delivery of a school readiness (SR) program provider.

An early learning coalition shall monitor all SR program providers, regardless of provider type (including school district SR programs), in accordance with its

plan, or in response to a parental complaint, to verify that the standards prescribed in ss. 1002.82, and 1002.88, F.S. are being met using a standard monitoring tool

adopted by the Office of Early Learning. Providers that the coalition determines to be high-risk, as defined in section D below, shall be monitored more frequently.

This does not prohibit a coalition from monitoring a provider more frequently for other concerns such as parental complaints or suspected fraud.

B. Tier 1 Compliance Tracking/Desk Review

A coalition shall annually monitor each of its SR program providers for Tier 1 compliance with a locally developed tracking log. The tracking log shall include the

items below for each SR program provider:

1. Date of certified of School Readiness Contract in accordance with Rule 6M-4.610, FAC.

2. Date of review of Department of Children and Families (DCF) exemption determination letter to ensure provider is eligible to provide the School

Readiness Program, if applicable.

3. Date of completion of most recent Health and Safety Inspection (for all school readiness providers in accordance with Rule 6M-4.620, FAC).

4. A Program Assessment was completed in accordance with Rules 6M-4.740, FAC. Yes or No.

5. Date of completion of Quality Improvement Plan Elements (if applicable) in accordance with Rules 6M-4.740, FAC.

6. Conducting Developmental Screenings (if applicable) in accordance with Rule 6M-4.720, FAC.

7. Date of completion of orientation (if applicable) in accordance with Rule 6M-4.610, FAC, OEL-SR20.

8. Date of approval of annual CCR&R Provider Updates in accordance with Rule 6M-9.300(8), FAC.

9. Date of review for completion of monthly enrollment/attendance certifications1 in accordance with Rule 6M-4.500(2), FAC for the month(s) reviewed for

post attendance monitoring.

10. Dates of expiration of liability insurance coverage.

C. Tier 2 Compliance

Using the monitoring tool form OEL-SR 20M, Attachment A, the coalition shall conduct onsite monitoring of a random sample of all of its contracted SR program

providers, regardless of provider type (including school district SR programs) on an annual basis. The sample should be representative of all provider types

(including school district SR programs) funded by the coalition and include no less than the number of providers included in Attachment B –Minimum Annual

Sample Size. The sample size is based on the number of SR programs funded by the coalition and not the total number of provider contracts. If a provider has

multiple sites, each site must be included in the sample size and selection. This includes contracted provider program sites outside of the coalition service area.

When establishing the sample size, a coalition must determine the final count of the total number of SR provider contracted sites with the coalition, based on the

current SR fiscal year. The coalition will include its random sampling process in its school readiness provider monitoring plan. For multi-county coalitions, the

sample size is calculated using the total number of contracted providers among all counties in the coalition’s service area. High risk providers, as defined in section

1 The intent is to annually monitor all providers for attendance (reconciling enrollment/attendance certifications with sign-in/sign-out logs), however, this does not have to be done

every month for each provider. The details of a coalition’s post attendance monitoring shall be included in the coalition’s monitoring plan submitted with the coalition’s school

readiness plan.


Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool


D below, that are not captured in the random sample will be added to the list of providers that are sampled for annual monitoring. The coalition’s monitoring plan

may be developed to monitor 100% of its SR program providers annually.

D. SR Program Risk Assessment

A provider that has eight or more findings on Attachment A will be considered high risk. Additionally, using Attachment A, if 15 percent or more of the child files

in the selected sample result in questioned cost, that provider will be considered high risk. For example, if three out of 20 files result in questioned cost, that

provider will be considered high risk.

The coalition shall monitor providers determined to be high risk more frequently than annually. Frequency of monitoring for providers determined to be high risk

shall be identified in the coalition’s monitoring plan. All follow up monitoring shall evaluate, at a minimum, the criteria that were found to be non-compliant in the

previous monitoring. For criteria in Attachment A that evaluate a sample of children’s files for compliance, a 10 percent error rate or higher will be applied to

determine if the non-compliance observations will count as a high risk indicator. All non-compliance observations will still require corrections, regardless of the

error rate percentage.

If an SR program provider has no findings for three consecutive years, the coalition may select to monitor the SR program provider using form OEL-SR 20M,

Attachment A on a biennial basis.

Historical monitoring results (prior to the execution of the statewide school readiness provider contract) may be used by a coalition to determine risk level when

developing the coalition’s monitoring plan.

E. SR Children Sample Size

For Tier 2 monitoring, the coalition shall monitor a sample of at least twenty-five percent of a SR program provider’s SR child files. If the SR program provider

has less than 20 SR children, the sample will be 4 SR child files. If the SR program provider has 4 or less SR children, all SR child files will be reviewed. The

sample should be representative of classrooms, billing groups and age of children. The percentage of SR child files to be reviewed is based on the total number of

SR children enrolled with a SR program provider during the month of the monitoring engagement. For example, if the provider’s actual child enrollment count is

65, 16 children should be the sample selected for review. When applying the 25% for the sample, please round to the nearest whole number.

F. Corrective Action Plans

If observations of noncompliance are made by coalition monitoring staff using either Tier 1 or Tier 2 monitoring, the coalition shall require a Corrective Action

Plan (CAP) be developed and implemented by the school readiness program provider. The coalition must notify the provider in writing. The notice must identify

the specific requirement(s) which the provider failed to meet and describe how the provider failed to meet each requirement. In addition, the notice must provide a

detailed description of any required corrective action and set a deadline for completion of the corrective action. Finally, the notice must state that the provider may

request a review of the findings of noncompliance. Upon determining that the provider has satisfactorily completed the corrective action, the coalition shall notify

the provider in writing.


– Tier 2

Attachment A

Table of Contents

Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool – Attachment A


I. PARTIES AND TERMS OF THE CONTRACT ................................................................................................................ 5

1. Not transferred/assigned contract

II. PROVIDER ELIGIBILITY ............................................................................................................................................... 5

1. Provider type and services (informational)

2. Licensed or legally operating

III. PROVIDER RESPONSIBILITIES ................................................................................................................................... 6

1. Child care

2. Healthy and safe environment (for 2.a through 2.c, select the provider type that applies)

3. Quality Improvement Plans, if applicable

4. Developmentally appropriate curriculum

5. A character development program

6. Developmental screenings, if applicable

7. Unlimited parental access

8. Contracted slots program, if applicable.

9. Child assessments, if applicable.

6. Daily sign-in/sign-out sheets

7. Enrollment/Attendance Certifications

8. Reporting absences

9. Rilya Wilson Act (s. 39.604, F.S.)

IV. ACCESS ......................................................................................................................................................................... 11

1. Access to facility

2. Access to records

V. MAINTENANCE OF RECORDS, DATA AND CONFIDENTIALITY ....................................................................... 11

1. Family data and confidentiality agreements

2. Attendance record maintenance

3. Maintain records for five years

VI. COMPENSATION AND FUNDING ............................................................................................................................ 12

1. Private pay rate

2. Rates and Fees for Parents

3. Military Subsidies

4. Parent copayment collection

5. Head Start Agencies

6. Title 20 Schools

VII. NONDISCRIMINATION ............................................................................................................................................. 14


– Tier 2

Attachment A

Table of Contents

Form OEL-SR 20M



1. Discrimination

VIII. NOTIFICATION.......................................................................................................................................................... 14

1. Timely unusual incident reporting

2. Written notification of incident

IX. Insurance ......................................................................................................................................................................... 14

1. Worker’s compensation insurance

2. Reemployment assistance insurance

3. General liability insurance

4. Homeowner’s liability insurance or homeowner’s insurance policy (for informal providers)

5. Insurance changes

X. MONITORING REVIEW ACKNOWLEDGEMENTS ................................................................................................ 16

OVERALL COMPLIANCE OBSERVATIONS .................................................................................................................. 17

ATTACHMENT B – MINIMUM ANNUAL SAMPLE SIZE FOR PROVIDERS............................................................. 18

ATTACHMENT C – SCHOOL READINESS CURRICULUM APPROVAL PROCESS – MONITORING CRITERIA 19

ATTACHMENT D – SCHOOL READINESS PROVIDER MONITORING CHART ...................................................... 20

STATEWIDE SCHOOL READINESS PROVIDER CONTRACT MONITORING TOOL – Tier 2

Attachment A

EARLY LEARNING COALITION OF SELECT COALITION

Coalition Staff/Monitor: _______________________________ Monitoring Date: _________________ Program Year: ____________________

Form OEL-SR 20M



I. PARTIES AND TERMS OF THE CONTRACT

Provider Name (I-1): ________________________________________________________________________________________________________________

Location Address (I-1): ______________________________________________________________________________________________________________

Provider ID (I-1): ___________________________ Dates of Contract (I-3): ____________________________

1. Not transferred/assigned contract

Assessment activity - Does the ownership information match who is listed on the contract? If they match, then they are in compliance.

Yes No Did the provider obtain written approval of the coalition if it transferred or assigned its contract to another entity, corporation, or owner?

(I-6)

N/A

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

II. PROVIDER ELIGIBILITY

1. Provider type and services (informational)

(Check all that apply) (II-7 and III-20)

2. Licensed or legally operating

Assessment activity -

1. Access the DCF Child Care Administration, Regulation and Enforcement System (CARES) website or local licensing inspection reports and conduct a

provider search for the provider in question.

Child care facility

Family day care home

Large family child care home

Public school or nonpublic school

Faith-based child care provider

Informal child care provider

Before-school

After-school

Full-time

Part-time

Extended-day

Extended-year


Attachment A



Form OEL-SR 20M



2. To determine if a private after school program or private summer camp, exempt from licensing, is legally operating, review level two background

screenings for all center personnel. Review the provider’s contract for the operating status and review the provider’s final reimbursement report to

verify that only children who are 5 years of age on or before September 1 and older are receiving service.

3. Review the Division of Public Assistance Fraud (DPAF) Dispositions Report available on the OEL coalition zone to verify that the provider, or an

owner, officer, or board director thereof, has not been convicted of, found guilty of, or pled guilty or nolo contendere to, regardless of adjudication,

public assistance fraud pursuant to s. 414.39, F.S., within the last five (5) years and is not acting as the beneficial owner for someone who has been

convicted of, found guilty of, or pled guilty or nolo contendere to, regardless of adjudication, public assistance fraud pursuant to s. 414.39, F.S., within

the last five (5) years.

4. Verify that the provider is not on the United States Department of Agriculture National Disqualified List nor does the provider share an officer or

board director with a provider that is on the United States Department of Agriculture National Disqualified List.

5. Verify that informal providers meet state and federal requirements to be an eligible provider.

6. Verify that provider has successfully or in the process of successfully completing previous corrective actions or terms of probation due to

noncompliance determinations from a prior contract.

7. Verify that provider or an owner, officer, or board director thereof, has not had their eligibility to provider School Readiness services revoked. For

multi-site PROVIDERS, such as corporate chains or school districts, eligibility revocation is per site and not all locations unless specifically

determined otherwise by the coalition.

Yes No Is the provider licensed or legally operating? (Verification needed) (II-7)

License /Licensed Exempt ID:________________________ Expiration Date:__________________

If no, explain:_____________________________________________________________

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

III. PROVIDER RESPONSIBILITIES

1. Child care

Assessment activity -

1. Does written address match physical address? If yes, provider is in compliance. If not, provider is not in compliance.

2. Has mail been returned by the carrier indicating wrong address? If it has then not in compliance. If it has not, then in compliance.

Yes No Did the provider enroll SR children in accordance with the services established by the coalition on the child care (payment) certificate

indicating authorized hours of care and are the sampled children at the physical location identified on the enrollment/attendance certification form? (III-


Attachment A



Form OEL-SR 20M



8, 9) For sampled files, if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk assessment

identified in section D above. All non-compliance observations will still require corrections, regardless of the error rate percentage.

2. Healthy and safe environment (for 2.a through 2.c, select the provider type that applies)

Health and Safety requirements are specifically addressed in each provider type attachment. (III-12)

* If any violations are observed while conducting onsite visit, report observations to DCF or local licensing agency.

a. Licensed Provider, Licensed-Exempt Provider, Faith-Based Provider (religious-exempt), and Registered Providers Responsibilities

Assessment activity - View a copy of their most recent DCF or local licensing agency inspection report, Form OEL-SR-6201.

Yes No Is the provider providing a healthy and safe environment pursuant to s. 402.305(5), (6), and (7), as applicable, and as verified pursuant to

Rule 6M-4.620(2)(a), FAC?

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

b. Public and Non-Public Schools Responsibilities


Yes No Is the provider providing a healthy and safe environment pursuant Rule 6M-4.620(2)(c), FAC?

c. Informal, Large Family Child Care Home, and Family Day Care Home Provider Responsibilities


Yes No N/A Is the provider providing a healthy and safe environment pursuant to Rule 6M-4.620(2)(c), FAC?

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

3. Quality Improvement Plans, if applicable

Assessment activity – View provider documentation, documented communication with the provider and coalition observations to evaluate and determine if the

provider is in compliance with Exhibit 3 of the School Readiness Provider Contract.


Attachment A



Form OEL-SR 20M



Yes No N/A If applicable, did the provider complete or is on track to complete a quality improvement plan pursuant to Rules 6M-4.610 and

6M-4.740, FAC and in accordance with Exhibit 3 of the School Readiness Provider Contract?

4. Developmentally appropriate curriculum

Yes No N/A Is the provider using an approved Developmentally Appropriate Curriculum (as it specified in OEL-SR 20 and Attachment C of Form

OEL-SR 20M)? (III-15)

Curriculum used: ____________________________________________________________ Edition or date: __________________



Character Development Program included in curriculum? Yes No N/A For school age programs only

5. A character development program

Yes No Is the provider using the character development program as it identified in OEL-SR 20? (III-16)

N/A For school age programs only

Program used: ________________________________________________________ Edition or date: ____________________

6. Developmental screenings, if applicable

Assessment activity - Review sample of SR children to determine if provider is conducting developmental screenings within the required timeframes in

accordance with Rule 6M-4.720, FAC, to include family notification requirements of screening results.

Yes No N/A If applicable, is the provider conducting developmental screenings in accordance with Rule 6M-4.720, FAC? (III-17) For sampled

files, if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk assessment identified in section D

above. All non-compliance observations will still require corrections, regardless of the error rate percentage.

7. Unlimited parental access

Yes No Does the provider afford parents unlimited access to their children during normal hours of provider operation when children are in the care

of the provider? (III-26)


Attachment A



Form OEL-SR 20M



8. Contracted slots program, if applicable.

Assessment activity - View provider documentation, documented communication with the provider and coalition observations to evaluate and determine if the

provider is in compliance with Exhibit 4 of the School Readiness Provider Contract.

Yes No N/A Did the provider comply with the requirements outlined in Exhibit 4 of the School Readiness Contract (III.8)?

9. Child assessments, if applicable.

Assessment activity - View provider documentation, documented communication with the provider and coalition observations to evaluate and determine if the

provider is in compliance with paragraph 32 of the School Readiness Provider Contract.

Yes No N/A If applicable, did the provider conduct child assessments using a reliable assessor, as defined by the child assessment tool that

meet the criteria described in s. 1002.82(k), F.S. at least three times during the year or on track to meet three times per year (III-32)?

ATTENDANCE REPORTING

______________________________ Month(s) validated for attendance

10. Daily sign-in/sign-out sheets

Assessment activity - Review sign-in/sign-out logs for children in sample. Some non-compliance observations may not result in questioned cost but will

require technical assistance.

Yes No Are the parent sign-in/sign-out daily attendance forms completed in accordance with rule (6M-4.500(1)-(4), FAC)? (III-22) For sampled files,

if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk assessment identified in section D

above. All non-compliance observations will still require corrections, regardless of the error rate percentage.

Yes No Did the observation result in a disallowed cost? Indicate amount ________________

Indicate any discrepancies found (including disallowed costs): (VII-59)

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________________________

11. Enrollment/Attendance Certifications

Assessment activity - Review enrollment/attendance certifications for children in sample and compare to the sign-in/sign-out forms. Observe and record

attendance in each classroom sample and then compare them to the sign in sheets to make sure the sign in sheets are accurately reflecting children present.

Some non-compliance observations may not result in questioned cost but will require technical assistance.


Attachment A



Form OEL-SR 20M



Yes No Are the provider’s monthly enrollment/attendance certifications completed in accordance with rule (6M-4.500(1)-(4), FAC)? (III-22) For

sampled files, if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk

assessment identified in section D above. All non-compliance observations will still require corrections, regardless of the error rate

percentage.



__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

____________________________________________________________________

12. Reporting absences

Assessment activity - Review sign-in/sign-out log for children in sample. From the selected sample, determine which children were absent. Once a

determination has been made, ask the provider for documentation that supports communication with DCF or the parent concerning absences as applicable.

Determine if procedures were followed to substantiate compliance with attendance reporting.

Yes No If applicable, did the provider notify the coalition if a child was absent for five (5) consecutive days with no contact from parent by the close of

the fifth (5th) day, according to rule? (III-23) For sampled files, if the error rate is 10% or higher, this will constitute a finding for this

criterion that will count toward the high risk assessment identified in section D above. All non-compliance observations will still require

corrections, regardless of the error rate percentage.

N/A

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

13. Rilya Wilson Act (s. 39.604, F.S.)

When an at-risk child has an unexcused absence or seven consecutive days of excused absences, the school readiness provider shall notify the Department of

Children and Families or community-based lead agency and the early learning coalition.

Assessment activity - Review sign-in/sign-out log for at-risk children in sample. From the selected sample, determine which children were absent. Once a

determination has been made, ask the provider for documentation that supports communication with DCF or the parent concerning absences as applicable.

Determine if procedures were followed to substantiate compliance with attendance reporting.

Yes No If applicable, did the provider abide by the provisions of the Rilya Wilson Act for each at-risk child under the age of school entry by

documenting any notification contact made with the DCF or community-based agencies’ case manager? (III-24) For sampled files, if the


Attachment A



Form OEL-SR 20M



error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk assessment identified in

section D above. All non-compliance observations will still require corrections, regardless of the error rate percentage.

N/A

Indicate any discrepancies found:

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

Notes:_____________________________________________________________________________________________________________________________

IV. ACCESS

1. Access to facility

Yes No Does the provider allow coalition staff (contractor or sub-contractor) or OEL staff immediate access to facility per contract? (V-39)

Immediate is defined in the context of what someone would see as reasonable time.

to grant access to the site. Monitoring staff should take into consideration eating time and staff available (without disrupting normal operations and

teacher/student ratios), etc.

2. Access to records

Yes No Does the provider allow coalition staff (contractor or sub-contractor) or OEL staff immediate access to records per contract? (V-40)

Immediate is defined in the context of what someone would see as reasonable time to grant access to the site. Monitoring staff should take into

consideration eating time and staff available (without disrupting normal operations and teacher/student ratios), etc.

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

V. MAINTENANCE OF RECORDS, DATA AND CONFIDENTIALITY

1. Family data and confidentiality agreements

Assessment activity - Review confidentiality agreements signed by provider staff.

Yes No Does provider protect child & family data and have staff complete confidentiality agreements in accordance with provider contract? (VI-41)

The monitor should select a sample of staff to review during on-site visits.


Attachment A



Form OEL-SR 20M



2. Attendance record maintenance

Yes No Does the provider maintain records of sampled children, including sign in and sign out documentation, enrollment and attendance

certifications, documentation to support excused absences and proof of parent co-payments for children funded by the SR program per

contract? (VI-42) For sampled files, if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward

the high risk assessment identified in section D above. All non-compliance observations will still require corrections, regardless of the

error rate percentage.

3. Maintain records for five years

Assessment activity - Review sample of 5 child records (including payment certificates, sign in and sign out documentation, enrollment and attendance

certifications, documentation to support excused absences and proof of parent co-payments) to include children who were terminated or who were enrolled and

paid for 5 years prior to the date of the onsite visit

Yes No N/A Does the provider maintain the above mentioned records for audit purposes for a period of five (5) years from the date of the last

reimbursement request for that fiscal year or until the resolution of any audit findings or any litigation related to this Contract,

whichever occurs last? (VI-42) For sampled files, if the error rate is 10% or higher, this will constitute a finding for this criterion

that will count toward the high risk assessment identified in section D above. All non-compliance observations will still require

corrections, regardless of the error rate percentage.



Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________-

__________________________________________________________________________________________________________________________________

VI. COMPENSATION AND FUNDING

1. Private pay rate

Assessment activity - Review most recent provider CCR&R update or other provider communication regarding private pay to the coalition and compare to

what the provider currently reports as its private pay rate, including if a provider charges parents a differential between the private pay rate and the coalition

reimbursement rate and registration fees.

Yes No N/A Did the provider report changes to the coalition to its private pay rate no later than the close of business on the day of the change?

(VII-51)

Yes No N/A Is the provider’s rates for SR services equal to or less than the provider’s private pay rate?


Attachment A



Form OEL-SR 20M



2. Rates and Fees for Parents

Assessment activity - Review private pay information that the provider gives to parents, including if a provider charges parents a differential between the

private pay rate and the coalition reimbursement rate and registration fees. Verify that a list of fees is available to parents and if applicable the type of written

notice given if there is a different between the private pay rate and the SR rate. Parents of children in the sample may also be interviewed.

Yes No Did the provider provide the parent with a list of any fees it charges and, if applicable, written notice of the difference between the private pay

rate and SR reimbursement, prior to the parent enrolling his/her child? (VII-45)

3. Military Subsidies

Assessment activity - Review sampled children for military affiliation.

Yes No N/A Did the provider notify the coalition if it received military subsidy payments through or from the Child Care Aware of America©

(formally NACCRRA) or any legal successor organizations, on behalf of any child enrolled in the provider’s SR program? (VII-53)

4. Parent copayment collection

Assessment activity - Review documentation that validates parent copayment collection by provider for children in sample.

Yes No Does the provider have a method for documenting and collecting the required copayment and issuing receipts to parents? (VII-54) For

sampled files, if the error rate is 10% or higher, this will constitute a finding for this criterion that will count toward the high risk assessment

identified in section D above. All non-compliance observations will still require corrections, regardless of the error rate percentage.

5. Head Start Agencies

Assessment activity - Review sampled children sign in/sign out log for evidence that children attended above and beyond the scheduled Head Start program

hours.

Yes No N/A If applicable, is the provider’s Head Start program in addition to and not in substitution for its school readiness program? (VII-61)

6. Title 20 Schools

Assessment activity - Review sampled children sign in/sign out log for evidence that children attended above and beyond the scheduled public school program

hours.

Yes No N/A If applicable, is the provider’s public school program in addition to and not in substitution for its school readiness program? (VII-62)

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________


Attachment A



Form OEL-SR 20M



VII. NONDISCRIMINATION

1. Discrimination

Yes No Has the coalition received any formal complaints regarding this provider related to discrimination against children on the basis of race, national

origin, ethnic background, sex, religious affiliation, or disability or regarding discrimination against staff persons on the basis of religion? (IX-64)

VIII. NOTIFICATION

1. Timely unusual incident reporting

Yes No Did the coalition verify that the provider reported unusual incidents on file during the visit to the coalition by no later than the close of business

on the next business day of the unusual incident? An unusual incident is defined in Form OEL-SR 20 (October 2018) at number 80 as

incorporated by reference in Rule 6M-4.610, FAC. (XI-80)

N/A

2. Written notification of incident

Yes No Did the provider submit a written report of the incident on file during the visit to the coalition within three business days? (XI-80)

N/A

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

IX. Insurance

1. Worker’s compensation insurance

Yes No N/A Waiver (if applicable, obtain a copy of the waiver)

Does the provider have Workers’ Compensation insurance that covers the term of the contract? (III-21)

2. Reemployment assistance insurance

Yes No N/A

Does the provider have Reemployment assistance insurance that covers the term of the contract? (III-21)

3. General liability insurance

Yes No Did the coalition verify that the provider maintained general liability insurance (including transportation insurance if applicable) and provided

the coalition with written evidence of coverage? (OEL-SR20 L, FFN, LE)


Attachment A



Form OEL-SR 20M



N/A

4. Homeowner’s liability insurance or homeowner’s insurance policy (for informal providers)

Yes No Did the coalition verify that the provider maintained home owner’s insurance and provided the coalition with written evidence of coverage?

(OEL-SR20 FFN )

N/A

5. Insurance changes

Assessment activity - Verify proof of insurance. If provider demonstrates current insurance information then they are compliant.

Yes No Did the provider submit advance written notice of cancellation or changes to insurance coverage a minimum of ten (10) calendar days to the

coalition? (OEL-SR20 L, FFN, LE )

N/A

Notes:_____________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________________________


Attachment A



Form OEL-SR 20M



X. MONITORING REVIEW ACKNOWLEDGEMENTS

Follow-up required? Yes No Date Due:

Description of follow-up required: (if additional space is needed, use Overall Compliance Observations section)

Acknowledged

by:

___________________________________________ ___________________________________________ __________________

Printed Name and Title of

Coalition Representative

Signature of Coalition Representative Date

Acknowledged

by: ___________________________________________ ___________________________________________ __________________

Printed Name and Title of SR

Program Provider Representative

Signature of SR Program Representative Date


Attachment A



Form OEL-SR 20M



OVERALL COMPLIANCE OBSERVATIONS

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________

Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool – Attachment B

June 2019 March 2017 Page 17 of 21

ATTACHMENT B – MINIMUM ANNUAL SAMPLE SIZE FOR PROVIDERS

# of Providers Minimum Sample Size # of Providers Minimum Sample Size

<20 75% 475 106

30 25 500 108

35 28 525 109

40 31 550 110

45 34 575 111

50 37 600 112

55 38 625 113

60 39 650 114

65 40 675 115

70 42 700 116

75 44 725 116

80 47 750 117

85 50 775 117

90 53 800 118

95 56 900 119

100 58 1,000 121

110 62 1,500 122

120 65 2,000 123

130 68 2,500 124

140 70 3,000 125

150 72 3,500 126

160 74 4,000 127

170 76 4,500 128

180 78 5,000 129

190 80 5,500 130

200 81 6,000 131

210 82 6,500 132

220 83 7,000 133

230 84 7,500 134

240 85 8,000 135

250 86 8,500 136

260 87 9,000 137

270 88 9,500 138

280 89 10,000 139

290 90 11,750 140

300 91 12,500 141

325 93 13,750 142

350 95 15,000 144

375 98 16,750 145

400 100 17,500 146

425 102 18,750 148

450 103 >20,000 150

Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool – Attachment C


ATTACHMENT C – SCHOOL READINESS CURRICULUM APPROVAL PROCESS – MONITORING

CRITERIA

Section 1002.88 (1) (f), Florida Statutes, requires school readiness providers to “Implement one of the curricula approved

by the office that meets child development standards.” The information below is a guide for monitoring curriculum use

and implementation.

Requirements Examples of Indicators Results Providers must select the approved

version, year, or edition list on the

most current Approved School

Readiness Curricula List.

Selection may be verified by:

Written attestation from provider

Copy of purchase receipt

Visual confirmation

A copy of the curriculum should

remain on-site at the provider and be

accessible to teachers.

Visual confirmation

Curriculum Implementation Examples of Indicators Review lesson plan and/or interview

for evidence of curriculum

implementation to ensure alignment to

the Florida Early Learning and

Developmental Standards: Birth to

Kindergarten.

Lesson plan review:

Are learning activities

representative of all early learning

domains?

Are activities both child guided

and teacher guided?

Does the schedule allow for a

variety of learning experiences

including play, large group, small

group, and outdoor time?

Are there opportunities for

flexibility?

If a lesson plan is not available for

review, implementation may be

verified though interview and

or/observation.

Interview/observation:

Talk about the curriculum you use.

How does the curriculum meet the

needs of children in your program?

How do you think the curriculum

promotes learning for young

children?

How do the children respond to the

curriculum?

Tell me about the training you

have received on this curriculum.

How do you involve families?

Additional Comments:

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

_________________________________________________________________________________________________

Follow-up Required:

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

________________________________________________________________________________________________

Form OEL-SR 20M

Statewide School Readiness Provider Contract Monitoring Tool – Attachment D


ATTACHMENT D – SCHOOL READINESS PROVIDER MONITORING CHART

Risk Indicator SR Program Risk Assessment Enter x for each area

of non-compliance* Comments

NA

#1

I. PARTIES AND TERMS OF THE CONTRACT

a. Not transferred/assigned contract

II. PROVIDER ELIGIBILITY

a. Provider type and services (informational) NA

#2

b. Licensed or legally operating

#3

III. PROVIDER RESPONSIBILITIES

a. Child care*

#4 b. Healthy and safe environment

#5 c. Quality improvement plans, if applicable

#6 d. Developmentally appropriate curriculum

#7 e. A character development program

#8 f. Developmental screenings*

#9 g. Unlimited parental access

#10 h. Contracted slots program, if applicable

#11 i. Child assessments, if applicable

#12 j. Daily sign-in/sign-out sheets*, disallowed cost indicator

#13

k. Enrollment/Attendance Certifications*, disallowed cost

indicator

#14 l. Reporting absences*

#15 m. Rilya Wilson Act*

#16

IV. ACCESS

a. Access to facility

#17 b. Access to records*

Form OEL-SR 20M



#18

V. MAINTENANCE OF RECORDS, DATA AND

CONFIDENTIALITY

a. Family data and confidentiality agreements*

#19 b. Attendance record maintenance*

#20

c. Maintain records for five years*, disallowed cost

indicator

#21

VI. COMPENSATION AND FUNDING

a. Private pay rate

#22 b. Rates and Fees for Parents

#23 c. Military Subsidies

#24 d. Parent copayment collection*

#25 e. Head Start Agencies

#26 f. Title 20 Schools

#27

VII. NONDISCRIMINATION

a. Discrimination

#28

VIII. NOTIFICATION

a. Timely unusual incident reporting

#29 b. Written notification of incident

#30

IX. Insurance

a. Worker’s compensation insurance

#31

b. Reemployment assistance insurance

#32

c. General liability insurance (or Homeowner’s liability

insurance, informal providers only)

#33 d. Insurance changes

X. MONITORING REVIEW

ACKNOWLEDGEMENTS -

TOTAL NUMBER OF OVERALL COMPLIANCE

OBSERVATIONS Total # __________ Percentage of Questions Cost -

Note:

Form OEL-SR 20M



A provider that has eight or more findings as assessed by this

monitoring tool, will be considered high-risk, (.25 x 33 =~ 8).

Additionally, if 15 percent or more of the files for risk

indicators 12, 13, and 20 in the selected sample result in a

disallowed cost, that provider will be considered high-risk.

For example, if three out of 20 files result in questioned cost,

that provider will be considered high-risk.

*For sampled files, if the error rate is 10% or higher for risk

indicators 3, 8, 12, 13, 14, 15, 17, 18, 19, 20, and 24, this will

constitute a finding for this criterion that will count toward

the high risk assessment identified in section D above. All

non-compliance observations will still require corrections,

regardless of the error rate percentage.

Board of Directors

**51% of the voting members duly elected to a standing committee shall constitute a quorum.

All members of a Board of Directors duly elected to a standing committee shall have the right to cast a

vote on any matter that will be brought before the voting members of the Board of Directors. Standing

Committees of the Coalition shall consist of a Committee Chair and at least two (2) additional voting

members. Committee Chairs will be appointed by the Chair of the Coalition and ratified by the full body

at the next regularly scheduled meeting. A Committee Chair shall be appointed to serve one year with

the option to serve more than one term.

Executive Committee This Committee has the full empowerment of the Coalition to make decisions on behalf of the Coalition

in between regularly scheduled meetings in emergency situations, as long as quorum is present. Actions

of this committee shall be ratified by the full board it’s next regularly scheduled meeting.

Member Position Term End Date and Term Length

Jeffrey Bauer (Chair-Absent) Private Sector Rep December 2017

Grant Knowlton Private Sector September 2020 (4 Years)

Nana Robertson Seminole State College Seated Until Replaced

Adam Balls (Acting Chair) Private Sector September 2022 (4 years)

Kendra Cassell Private Sector Seated Until Replaced


Jeff Anderson Private Sector - 1 March 2021 (4 Years-1st term)

Anne Masterson Non-Profit Child Care Representative May 2023 (4 Years-2nd term)

Adam Balls (Acting Chair) Private Sector - 2 September 2022 (4 years-2nd term)

Jeffrey Bauer (Chair-Absent) Private Sector (Governor Appointed) - 3 December 2017 (4 years)

AnaLynn Jones Seminole County Public Schools Seated Until Replaced

Megan Elder Private Sector - 4 March 2021 (4 Years-1st term)

Kendra Cassell Private Sector (BCC Representative) Seated Until Replaced

Heidi Jones Private Sector - 5 December 2020 (4 Years-1st term)

Gay DeLaughter Head Start Director Seated Until Replaced

Lourdes Quintana Early Steps Representative Seated Until Replaced

Ryan Ridley CareerSource Representative Seated Until Replaced

Susan Mulligan Health Department Seated Until Replaced

Traci Klinkbeil DCF Representative Seated Until Replaced

Nana Robertson Seminole State College Seated Until Replaced

Kimberly English For-profit Child Care Representative September 2022 (4 Years-1st term)

Grant Knowlton (Treasurer) Private Sector - 6 September 2020 (4 Years-1st term)

Planning & Program Committee

This committee is established to assist in the enhancement and improvement of the planning and

delivery of early childhood care and education, pursuant to the goals of the Coalition and as

mandated by law.


AnaLynn Jones Seminole County Public Schools Seated Until Replaced Gay DeLaughter Head Start Seated Until Replaced

Lourdes Quintana Early Steps Seated Until Replaced

Anne Masterson FUM – Early Childhood Center May 2023 (4 Years)


Nana Robertson (Chair) Seminole State College Seated Until Replaced

Finance Committee The Committee is established and shall be chaired by the elected Treasurer; other members may

volunteer to serve on this committee or be appointed by the Committee Chair or the Coalition Chair.

The Committee is charged, in coordination with appropriate staff, with the oversight and

development of the annual budget, accurate tracking of expenditures, accountability for funds, and

to ensuring adequate financial controls.


AnaLynn Jones Seminole County Public Schools Seated Until Replaced Ryan Ridley CareerSource Representative Seated Until Replaced

Traci Klinkbeil DCF Representative Seated Until Replaced

Grant Knowlton (Chair) Private Sector September 2020 (4 Years)

Revenue Generating Committee This Committee sets the vision for and manages the overall revenue generating strategy of the Early

Learning Coalition of Seminole.


Kendra Cassell (Chair) Private Sector – BCC Rep Seated Until Replaced

Adam Balls Private Sector September 2022 (4 years)


Vacant

Nominating Committee A Nominating Committee ensures the timely filling of open Board seats and recruits Board

leadership. The Nominating Committee will convene for the purpose of certifying the eligibility of

candidates for elected office and to prepare an official slate of nominees for each fiscal year.


Jeffrey Bauer (Chair-Absent) Private Sector Rep December 2017

AnaLynn Jones Seminole County Public Schools Seated Until Replaced Ryan Ridley CareerSource Representative Seated Until Replaced Nana Robertson Seminole State College Seated Until Replaced

Review Hearing Committee This Committee reviews Provider appeals, corrective action plans, and comes to an administrative

decision compliant with Florida Law.


Nana Robertson (Chair) Seminole State College Seated Until Replaced

Kendra Cassell Private Sector – BCC Rep Seated Until Replaced

Gay DeLaughter Head Start Seated Until Replaced

Anne Masterson FUM – Early Childhood Center May 2023 (4 Years)

Vacant

Early Learning Coalition of Seminole Board of Directors Strategic Planning Meeting June 13, 2019 Page 1

Family Services

School Readiness - Child Enrollment

• EFS Modernization- Family Portal

• Appointments – Training Parents

• Grace Period- Annual Recertification and New Enrollment

• Continual Open Enrollment - September to June

• 1, 283 families invited from waiting list

• Monthly, bi-weekly, and weekly invitations- Robo Calls

Voluntary Pre-Kindergarten - Child Enrollment

• EFS Modernization- Family Portal

• 4, 026 children enrolled in School Year Programs

• 177 children approved for Summer VPK Programs

Child Care Resource and Referral

• Community Outreach Events (9 Events)

• Cross Trained Staff / Hearing and Vision Screening

Compliance

School Readiness Provider Contract Monitoring

• Tier 1 Monitoring -100% SR Providers Annual Desk Review

• Tier 2 Monitoring- Annual Sample Size/High Risk– On Site Monitoring

• 43 Providers Monitored On Site

• Top Non Compliance Issues

1. Rilya Wilson Absences

2. Healthy & Safe Environment (DCF Inspection Reports)

3. Five Year Record Maintenance

• Technical Assistance & Corrective Action Plans

CHAMPION FAMILY – YEAR 2- PROGRAM OUTCOMES BY CATEGORY

Stipend: 85% of participating families received a childcare stipend. This stipend allows families to build their financial stability, removes stress and assists families in affording quality childcare.

Improved Housing: 59% of families moved into one of the following: more affordable housing, their own apartment or house, purchased a home or are taking steps to purchase a home.

Improved Credit Score: 69% of families have reported improved credit score.

Savings Account: 83% of families opened a Savings account as part of their plan.

Health Insurance: 82% of participants confirmed that each family member is covered under health insurance, knows how to access benefits and if not insured they enroll in a Health Care Plan as part of their Family Care plan.

Parenting Instruction: 49% of families received classes on parenting skills and family engagement.

18 hours of Financial Literacy: 63% completed Financial Literacy Classes (at this point in the program year). All families are required to receive a minimum of 18 hours of financial literacy. We provide education through presentations and one on one consultation. Our classes have included: Basic Money Management, Parts 1 and 2, Home ownership, VITA Tax Preparation, Career Source Resources, Healthy Eating on a Budget, Financial Management Workshops (How money works) Parts 1, 2 & 3), Personal Financial Wellness, Financial Management through Banking, First Time Home Buyer (The Mortgage Project), Coupons Training and Finance & Wellness.

Spending Plan: 94% of all families created an individualized family spending plan. (This plan is updated on at least a monthly basis. This plan includes income, expenses, recreational costs, savings and credit score.)

Improved Employment: 65% of enrolled clients indicated that they have improved their income through a better job, promotion or a raise.

Continued Education: 35% of clients have reported returning to school or training/certification programs to be able to pursue a career of their choice and obtain increased and sustainable income.

Pre and Post Tests: All clients who completed the pre-test, received the same score or 100% scores on their post-test. (Pre and posttest asses clients understanding of money management before and after engagement in Champion Families.)



Quality Improvement

2018-2019 School Readiness and VPK Providers

COUNTY SCHOOL READINESS VPK

Seminole 73 176

Orange 18 N/A

Totals 91 176

2018 2019 VPK Monitors

• 101 Private Providers

• 44 SCPS

Early Learning Performance Funding Project

TIERS APPLICATIONS ACTIVE

2 3 1

3 7 6

3(Child Assessment Implementation)

6 3


Early Education and Child Development

- Early Learning Performance Funding Project Professional Development

o School Readiness Teacher Training/Early Learning Florida (UF) with Communities of

Practice Sessions

▪ Winter Term (9 Weeks) - Supporting Early Interventions w/Infants and Toddlers

& Inclusion In The Preschool Setting

• 52 Registered Participants

• 45 Achieved Mastery – Earned 2.5 CEUs

• 7 Received Non-Mastery (3 Inf/Tod & 4 PreK)

▪ Spring Term (9 Weeks) – Guiding Preschool Behavior and Building Classroom

Community & The Building Blocks of Preschool Literacy

• 51 Registered Participants

• 40 Achieved Mastery – Earned 2.5 CEUs

• 4 Received Non-Mastery (2 Inf/Tod & 2 PreK)

• 7 Withdrew from Course (PreK)

o Making The Most Of Classroom Interactions PreK (20 Hours)

• 32 Participants Registered

• 21 Completed the 20 hours – Earned 2 CEUs

o Making The Most of Classroom Interactions Infant/Toddler (24 Hours)


• 31 Completed 24 hours – Earned 2.4 CEUs

- Professional Development Trainings Opportunities

o Mind In The Making 7 Essential Life Skills – Series of Eight Training Sessions (20 Hours)


• 3 Participants Completed 20 hours

• 5 Participants Completed 12.5 – 17.5 hours

• 5 Participants Completed 2.5 hours

o Florida Early Learning and Developmental Standards Birth to Kindergarten

Training/Facilitated by OEL Regional Facilitator (3 Hours)

• 5 Cohorts Offered


• 123 Participants Earned .3 CEUs


o Ages and Stages Screening & Inclusion Training (2 hours)



o Creating A School Family – Based On Conscious Discipline/Facilitated by FDLRS

(2 Hours)



o Brain Based Behavior – Based On Conscious Discipline/Facilitated by FDLRS (2 Hours)



o Making Sense of Sensory – Self Regulation Based On Conscious Discipline/Facilitated by

FDLRS (2 Hours)



o Early Literacy In The Classroom: Birth to 2 Years (2 Hours)



o STEAM Training For Infant/Toddlers (2.5 Hours)



o STEAM Training For PreK (2.5 Hours)



o SSC Professional Development Day (7 hours)

▪ Infant/Toddler Track

• 75 Participant Registered


▪ Preschool Track




o Teaching Strategies Gold Training (2 Hours)



o Meaningful Child Observations and Assessments – EHS CCP (4.5 Hours)


• 8 Participants Completed 4.5 hours

o Promoting Social and Emotional Development – EHS CCP (8 Hours)



o Seminole State Scholarships

▪ 4 teachers received SSC scholarships

o My Teachstone Learning Resource

▪ 142 Teachers have accounts and access to the professional development

through Teachstone (CLASS).

o First Aid/CPR

• 148 Participants Completed Training

Special Projects

- Vision and Hearing Screenings Project with SSC Nursing Students

▪ Springs Term – 8 SSC Nursing Students (10 Lab Hours)

• 4 Provider Sites Participated

• 346 Children Screened

• 24 Vision Referral

• 24 Hearing Referral

▪ Summer Term – 24 SSC Nursing Students (10 Lab Hours)

(Site visits are scheduled through June 21st )

• 10 Provider Sites Participated

• 528 Children Screened as of 6/6/19

• 24 Vision Referrals as of 6/6/19

• 62 Hearing Referrals as of 6/6/19


- SRPA

o CLASS Assessments

▪ 158 CLASS Assessments Needed To Be Completed

▪ 136 Completed

▪ 22 Left to Complete

o Composite Scores

▪ 1 Provider Currently Not Eligible for SR Contract

▪ 1 Provider Currently will need to be on a QIP

- Early Learning Performance Funding Project

o Provider Participation

▪ 16 Started ELPFP

▪ 10 Providers Currently Active in ELPFP

o CLASS Assessments

▪ 33 Post CLASS Assessments Completed

• 3 providers increased composite score from their pre composite

score

• 1 provider increased their composite score and tier

• providers went down a tier with their post composite score

o Professional Development

▪ 126 teachers participated in professional development (MMCI or SR

Teacher Training)

- VPK Bright From The Start Seminole’s Smooth Transition to Kindergarten

o 42 Providers Participated

▪ 938 cards were requested and delivered

▪ 154 cared have been completed and returned to the ELC as of 6/6/19

o Partnership with Sarah Hall, SCPS District Teacher of the Year

▪ 938 copies of the “The Little Mouse, the Red Ripe Strawberry, and THE

BIG HUNGRY BEAR” were delivered to the providers that requested

the Kindergarten transition cards for the VPK children to take home and

read with their families.


▪ Sarah Hall created a Parent Companion Guide that was given with all the

books that included fun activities for the families to do together that

went along with the book.


Grants and Communications Update

Discussion Items

1. Match Fund Development:

Grant Application Updates

• Adventhealth Community Health Impact Council (Applied)

• Seminole County CDBG Program Grant (Applied)

• Seminole County CSA Program (Applied)

• City of Sanford CDBG Grant (Applied)

• Disney Grants (Applying)

• City of Altamonte (Applying)

Match Fund Events

• FL Clothing Drive – 662lbs Collected! Equals $132

• Provider Appreciation – 2019 Provider Appreciation Sponsorship Summary

2. Provider Appreciation

• 250 Approx. Attendees

• $10,435 Total Raised Through Sponsorships

• Keynote was Sponsored through Lakeshore (Valued at $2,500)

• Emcee Discounted by $300

• UNO Catering ($1,200 Sponsorship)

• Minuteman Printing- ($400 value – All printing for the event was sponsored)

• Positive Feedback – via Event Survey Results

3. Upcoming Match Initiatives:

• Chipotle Fundraiser – See attached flyer.

**Coalition receives 33% of proceeds.

Date: Monday, June 24, 2019

Time: 4PM- 8PM

Location: 103 Semoran Boulevard, Casselberry

**Must Bring Flyer, Online Orders are not included.**

• FL Clothing Drive – Ongoing Collection

• 2020 Coalition Communications and Marketing Plan

i. Advertisements

ii. Events

Early Learning Coalition of Seminole Board of Directors Strategic Planning Meeting June 13, 2019

Page 10

Revenue Update

Clothing Drive:

• Over 600lbs. Collected

• Total Raised: $132.40

CCEP:

The following 3 current Providers have submitted interest in continuing CCEP for their employees for

2019-2020:

1. Park Avenue Child Care of Sanford

2. Kiddie Academy of Longwood

3. Lake Mary, and Light Years Ahead

AmazonSmile:

(07/01/18 – 04/30/19)

Raised: $47.27

CPR Training:

(07/01/18 – 04/30/19)

Raised: $1,486.83

Early Learning Coalition of Seminole Board of Directors Strategic Planning Meeting June 13, 2019

Page 11

2019 Provider Appreciation Sponsorship Summary

2019 Provider Appreciation Sponsors (Monetary) CONTRIBUTOR COMPANY AMOUNT

Renee Majors Discount School Supply $3,000.00

Grant Knowlton Rotary Club $500.00

Lourdes and Megan Almasi Orlando Health - South Seminole $750.00

Nana J Robertson Seminole State College $250.00

Kendra Cassell Edwards Construction Services $250.00

Ryan Ridley/ Crystal Lee CareerSource $250.00

Joyce Uno Pizzeria & Grill $1,010.00

$6,010

2019 Provider Appreciation Sponsors (In-Kind Materials) CONTRIBUTOR COMPANY AMOUNT

Renee Majors Discount School Supply $1,500

Karen Raborn Edible Arrangements $25

Erik Zubal Lakeshore $2,500.00

Mike Wise Minuteman Press $400

Noemi Sanchez Ladybug Studios $400

Nicholas Evans Kaplan TBD

TOTAL $4,425

GRAND TOTAL $10,435.00

RODNEY J. MACKINNON

EXECUTIVE DIRECTOR, OFFICE OF EARLY LEARNING

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

Richard Corcoran Commissioner of Education

2017-18 Kindergarten Readiness Information by VPK Program Participation

Total

Children

Number of Children

Ready

Percent

Ready

All Public School Kindergartners

185,252

97,652 52.7%

VPK Completers

122,860

76,157 62.0%

All VPK Participants

150,053

88,855 59.2%

VPK Non-completers

27,193

12,698 46.7%

Non-VPK Participants

52,717

20,637 39.1%

School Readiness and VPK

Participants

13,347

6,992 52.4%

School Readiness-only Participants

3,538

1,273 36.0%


OEL – VPK Readiness Rates Analysis – Revised 6-6-19 2 6-6-19

RODNEY J. MACKINNON

EXECUTIVE DIRECTOR, OFFICE OF EARLY LEARNING

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

2017-18 VPK Programs with Low Performing

Readiness Rates by County


LETTERS TO THE EDITOR

Tuesday’s letters: Pre-K programs must get better Tuesday’s letters to the editor Published May 28

Too many Florida kids not ready for kindergarten | May 15

Pre-K programs must get better

Gov. Ron DeSantis is right: It is time for accountability in Florida’s Voluntary Pre-kindergarten program, which passed by constitutional amendment in 2002. The providers who deliver the VPK program should be accountable for their performance. With 42 percent of VPK providers failing to meet the minimum readiness rate, change is in order. However, accountability focused purely on the providers without addressing the systemic failures is not entirely fair.

Since the VPK program launched in 2005, program standards have been watered down and funding has been cut. Florida’s VPK program is mediocre at best. If we want better outcomes for children, we need to invest in quality.

The programs with the lowest readiness rates are typically located in our most under-resourced communities. While the half-day VPK program is technically “free,” quality is largely dependent upon how much tuition parents can afford for the remainder of the day. Providers and parents in low-income communities can’t afford to subsidize the state’s inadequate funding of VPK. The opportunity gap has widened over the years with rising costs of staff and cuts to VPK funding.

Increased program standards such as higher teacher credentials, lower ratios, curriculum supports, program assessments and professional development are needed. However, these standards must be coupled with appropriate funding. Preschool teachers in Florida make an average of $22,330, about half the average salary of a kindergarten teacher in the public schools. If we want to attract and retain highly qualified early educators, we have to pay them.

If we truly value education as a state, we must recognize that it doesn’t start in kindergarten and invest accordingly.

Lindsay Carson, Clearwater

The writer is CEO of the Early Learning Coalition of Pinellas County, Inc.

https://www.tampabay.com/letters/

High stakes testing is unfair to children and teachers. Here's why.

Susan Block, Guest Contributor Published 1:14 p.m. ET June 3, 2019

VPK and Kindergarten readiness are targeted

The statewide release of 2017-18 Kindergarten Readiness rates showed that 42% of Florida’s children

entering Kindergarten were not ready for school and this data point has created significant conversation,

including a directive from Governor DeSantis that we need to do a better job. I couldn’t agree

more. However, the available data tells the story of a statewide investment that is underperforming. Let’s

consider some of the contexts.

Leading early childhood experts recommend both formal and informal screening to evaluate child growth

across all developmental domains as a necessary process for understanding and informing teachers

about the strengths and weaknesses of children. Young children, under the age of eight, do not always

exhibit their strengths and weaknesses on a consistent basis. This is why assessment, the gathering of

information repeatedly over time, is preferred over one-time testing. Child assessment provides a

snapshot of current abilities and is not intended to be used for accountability purposes.

In Florida, we use a screener, Florida VPK Assessment, during the Voluntary Prekindergarten (VPK) year

that is not observation based. Upon entry to Kindergarten, Florida uses the Star Early Literacy

Assessment. This screener also called the Florida Kindergarten Readiness Screener (FLKRS), is

computer based. Not only does it lack observational data, it relies on five-year-olds to have a basic

command of computers, including the use of a mouse. Additionally, it is given during the first thirty days

of the school year, long after the previous school year when the child completed VPK. The computer

application and the lag time between completion of VPK program and administration of the FLKRS create

questions about how well children can demonstrate their skills, especially during the earliest part of their

transition to Kindergarten.

High stakes testing is a term that is used when a test has important

consequences. In this instance, the Star Early Literacy Assessment has

become a high stakes test. They are used to rate VPK program

providers. Not all children are even tested or have their results included. Only

those entering kindergarten in the public-school setting are required to take

the test. Some private schools administer the test, but the results from those

children are not automatically included in a VPK program’s Kindergarten

Readiness Rate. Those “readiness rates” determine whether or not a

provider is eligible to contract with the Florida Office of Early Learning to run a

VPK program.

Susan Block, CEO, Early Learning Coalition of Southwest Florida (Photo: David Parmelee)

https://eb2.3lift.com/pass?tl_clickthrough=true&redir=https%3A%2F%2Fbttrack.com%2FClick%2FNative%3Fdata%3DOuJifVtEKZqw3Hzk6f7NW7Pq5tRZ2mtR8DI7tZbhqhw0BrYJdCpt2LLGUK6FhJp6Mddd7Gar8CDiRWlnlCUXkOAdzpMwXwYTv0rywnCg2gW0pXFQb4ofaa3mW_QhqSCtNg1_gIoZoGyMtRppfhQ6D0Ht_SAro3Oy7KCktSxGd4MP5oKhjCPdpSPipOKdfwkeYpzVpLxsu0CyP4f94aimVsRX4CG89LMxW253OQ7HCw6eA_BG0iV_hfiZs5LIXlk2162dMYtIcY2Kp_Fh8aDbWm1Yo8NFwDcsBcX5Du9TOIP-F2DnqTXMUycll-cUf_54ziYxpBN40h74pjpcdjLQOyDgMgk2ijOx7UEoPMytbl7_p6pRTj0islFZuwAs9AQ9v-y_3ay0HOmVA-_1Ejww7lerA6_f6Kvbjr1Vqoaqu3EDV6_h37KIQ489agoCQWAEOcn0B3RPX-iQ-8o-ApD7C6_weBliWCoG6B6CPaU85YshZl65Fv9_XXY77Mk2u-Ae25mhj3MYW6d8b7LEq8PX1nUkLiQQZ4kGxBECoaXgfmnpHplwsz89wBatv4ak49oUuJ_ovgeLXlU21Klc4ISZMlZYoO_G0e1Wx4rwhhDLNPT09L1n9Jc1

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There are a great many requirements and expectations of VPK providers. Our early learning

professionals work hard to ensure that children receive a preschool experience that is developmentally

appropriate and meets with Florida’s Early Learning and Developmental Standards. The number of

administrative requirements has steadily increased during the program’s inception during the 2004-2005

school year. However, the current base student pay allocation remains less now, during 2018-2019, than

that inaugural year of VPK. Costs to run VPK have risen along with the expectations for providers. But

the funding has decreased.

The State of Florida should be holding VPK programs accountable. It should also be using assessment

tools to inform the teaching practices to assure that the classroom is developmentally appropriate,

providing an engaging early learning experience which leads to Kindergarten readiness. These two

important measures deserve attention.

They should not be co-mingled to determine Kindergarten Readiness. Instead, we should assess

program quality and with that information, should determine whether that provider should be able to

contract to offer VPK. We should separately, and appropriately, assess the progress of young children

across all domains to assure that the early learning experience, funded by the state, is fruitful. Success in

preschool will lead to school readiness. If we truly care about our youngest citizens, we need to think

carefully about how we measure their success.

Susan Block is CEO of Early Learning Coalition of Southwest Florida

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