ADDRESS 126 Mineral Industries Building Lexington, KY 40506
EMAIL childcareaware-info@l.uky.edu

CALL

800 956-8950
yes

Division of Child Care Updates


Background Check Contact Information

Sent to DCC Listserv May 11, 2022

Good afternoon,

The Division of Child Care (DCC) would like to provide clarification on how to contact DCC staff regarding background check issues.

To reach someone about your Criminal Records Check or Background Check:

  • Call the Division of Child Care (DCC) main number 502-564-2524 and select option two (2).
  • If you reach a voicemail but need to speak with someone immediately – call 502-564-3015; or
  • Email: CHFSDCCNBCP@ky.gov

Thank you for all you do to serve the children of Kentucky!

June 2022 Early Childhood Institute

Sent to DCC Listserv May 5, 2022

Hello,

Please see message below from our partner agency, GOEC.

The Kentucky Governor’s Office of Early Childhood is hosting the next installment of the Early Childhood Institute!

This Early Childhood Institute is a targeted, specialized convening. The Early Childhood Institute will be held June 21-22, 2022, at the Galt House in Louisville, KY. A strong early childhood workforce allows Kentucky to elevate professional strategies and leadership opportunities for early childhood professionals across the Commonwealth.  Kentucky continues to lead the way in early childhood apprenticeships, emphasizes quality and continuous improvement with the newly revised Early Childhood Standards, and ensures greater collaboration between state,  local communities, and Regional Collaboratives to ensure more children have a strong start.

Unfortunately, there are no scholarships offered for this Early Childhood Institute. Please note: Anyone who registers is responsible for paying for their conference fee regardless of attendance. Please register as soon as possible as spots are very limited and will fill up quickly!

Link to register: June Early Childhood Institute Online Registration (kentucky.gov)

Thank you from all of us at the Kentucky Governor’s Office of Early Childhood.

Townhall on Directed Plan of Correction

Sent to DCC Listserv May 4, 2022

Good afternoon,

The Division of Child Care, with support from our contracted partners, is offering monthly townhall meetings to discuss child care regulations and policy. Each townhall meeting will focus on a different topic and be held on the second Tuesday of the month at 1:00 PM EST. These will be live, virtual meetings where child care providers can ask questions. The sessions will be recorded for those who cannot attend.

Please join us for our fifth meeting on Tuesday, May 10th at 1:00 PM EST, to discuss the Directed Plan of Correction.

 Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/81817240139

Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

April’s topic was CCAP billing. To view the April townhall presentation​ and listen to the Zoom​ recording, please use the passcode: 4#5$uEc0.​

Thank you,

Division of Child Care

June Early Childhood Institute

Sent to DCC Listserv April 21, 2022

Good Afternoon,

The Kentucky Governor’s Office of Early Childhood is hosting the next installment of the Early Childhood Institute!

This Early Childhood Institute is a targeted, specialized convening. The Early Childhood Institute will be held June 21-22, 2022, at the Galt House in Louisville, KY. A strong early childhood workforce allows Kentucky to elevate professional strategies and leadership opportunities for early childhood professionals across the Commonwealth.  Kentucky continues to lead the way in early childhood apprenticeships, emphasizes quality and continuous improvement with the newly revised Early Childhood Standards, and ensures greater collaboration between state,  local communities, and Regional Collaboratives to ensure more children have a strong start.

Unfortunately, there are no scholarships offered for this Early Childhood Institute. Please note: Anyone who registers is responsible for paying for their conference fee regardless of attendance. Please register as soon as possible as spots are very limited and will fill up quickly!

Link to register: June Early Childhood Institute Online Registration (kentucky.gov)

Thank you from all of us at the Kentucky Governor’s Office of Early Childhood.

Amanda Adkins

Project Coordinator

Kentucky Governor’s Office of Early Childhood

amanda.adkins@ky.gov

Updated DCC-94E

Sent to DCC Listserv April 14, 2022

Hello,

The DCC-94E, Child Care Daily Attendance Sheet, has been modified to include more room for a parent or designated person’s signature. This will allow enough space for a signature that is recorded legibly with a first and last name, per 922 KAR 2:160, Section 14. Moving forward, please use the attached  version of this form.

If you have any CCAP billing questions, please contact CCAPProviderPayments@ky.gov.

Thank you,

Division of Child Care

Transitional CCAP

Sent to DCC Listserv April 6, 2022

 

Good News!

The Child Care Assistance Program (CCAP) is implementing a new provision to make the transition off of the CCAP program easier for families.  When CCAP households exceed the income guidelines at recertification or at case change, those families will be eligible to receive Transitional Child Care (TCC).  TCC will provide those families with 3 months of CCAP at a reduced rate. 

What this means for you as a provider:

  • The co-payments are always zero ($0).
  • The reduced rate is calculated at 50% of the the Provider Subsidized Rate or the State Max Rate (whichever is lower). Example: If the State Max Rate for the child’s care level is $20, during the TCC period, the rate paid by the state would be $10.
  • The family is responsible for any overages charged by your center.
  • You will receive a DCC-94 – Notice of Change that outlines the new reimbursement rate and end date for each child. This will serve as your notice of eligibility discontinuance.
  • Normal billing procedures will be followed.  The adjusted rate will be reflected on the Remittance Report.

Thanks,

DCC CCAP Team

April 2022 Provider Cafe and Trauma-Informed Care/Resiliency Training

Sent to DCC Listserv March 22, 2022

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for April 2022. 

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training.

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize.

Child Care Professionals will be eligible for all financial incentives while funds are available.

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region, which are listed in the document.  Please note this schedule includes registration information for events in April 2022. 

Thank you!

Emily Keely, M.Ed.
Early Childhood Social Emotional Consultant
KY Department for Public Health

KY ARPA Application Now Open

Sent to DCC Listserv March 1, 2022

Good afternoon,

Public Consulting Group (PCG), our third party vendor, has opened the ARPA Sustainability Grant Application for payments to be made in April 2022.

Providers should only complete and submit an application under the following circumstances:

  1. Provider elects to change Tiers.
  2. Provider is a new applicant.

If you have already applied and received ARPA Sustainability Payments, you do NOT need to re-apply unless conditions 1 or 2 above apply.

LINK TO THE APPLICATION: https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=3e546326-aeed-4c5e-8ab7-dc758c3aafa6&env=na3&acct=b580b535-9a15-4adc-a393-a215cc0b43db&v=2

APPLICATION CLOSE DATE:March 31, 2022

Please contact PCG at the email or telephone number listed below and the technical assistance team will work with you to resolve this issue.

Email:KYARPAGrants@pcgus.com

Telephone: 888-805-1074

Thank you for all you do to support Kentucky’s families and children!

Division of Child Care

Townhall on Food/Meal Requirements

Sent to DCC Listserv February 28, 2022

Good Afternoon,

The Division of Child Care, with support from the Division of Regulated Child Care and Child Care Aware, are offering monthly townhall meetings to clarify child care regulations and policy. Please join us for our third meeting on Tuesday, March 8th at 1:00 PM EST to discuss food/meal requirements. We will select a different topic each month and hold additional meetings on the second Tuesday of the month at 1:00 PM EST. These will be live, virtual meetings where child care providers can ask questions. The sessions will be recorded for those who cannot attend at the selected time.

Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/81717422259

Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

Find local AT&T Numbers: https://www.teleconference.att.com/servlet/glbAccess?process=1&accessNumber=8888227517&accessCode=793309

February’s topic was completing the plan of correction. To view and listen to the Zoom recording, please use the passcode: APcrT3&8.

Thank you,

Division of Child Care

March 2022 Provider Cafe and Trauma-Informed Care/Resiliency Training Schedule

Sent to DCC Listserv February 22, 2022

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for March 2022.

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training.

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize.

Child Care Professionals will be eligible for all financial incentives while funds are available.

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region, which are listed in the document.  Please note this schedule includes registration information for events in March 2022.  We will continue to send reminder emails on a monthly basis.

Thank you!

Emily Keely, M.Ed.

Early Childhood Social Emotional Consultant

KY Department for Public Health

Quarantines and Health Department Letters

Sent to DCC Listserv February 22, 2022

The Division of Child Care (DCC) would like to offer some clarification on the local health department letters for quarantine.  DCC has distributed a template letter to all of the local health departments that can be used if and when a local health department mandates a quarantine that could close a classroom or an entire center. 

However, we want to explain to our child care programs that the health departments are moving away from mandated quarantines.  In most cases, when you contact your local health departments about a positive COVID case in your child care programs, they are likely to give you one of three options that the child care program can choose:

  • A school or classroom quarantine;
  • Cohorting the children or staff that have been exposed to reduce the spread of illness; or
  • Proceeding with caution to see if further measures are needed. 

We have reached the point in the pandemic where the child care program (as a small business) can begin to make some of these decisions based on the needs of the center, the number of those vaccinated, and the needs of the families. 

Your business and your families may prefer that you continue to quarantine in order to reduce any possible spread of illness.  The Center for Disease Control (CDC) is still recommending quarantines (especially for children under five years of age) and masking whenever possible.  If you choose to quarantine based on the needs of your program, and the CDC guidance, then that is a small business decision, not the mandate of the local health department.  The health department will only disperse their template letter if they have told you that you must quarantine.   The health department is going to encourage you, your staff, and your families to get vaccines in order to reduce the spread of illness. 

The child care licensing regulations still require any child or adult with contagious symptoms to stay home until the individual is symptom-free for 24 hours.  The child care regulations still require you to contact your local branch of the Division of Regulated Child Care and your local health department to report communicable illnesses.  This essential information helps to determine the rate of spread of the illness.

Due to continued confusion, no one will be penalized for CCAP billing in the month of February.

Please reach out to your local Child Care Aware Coach or Family Child Care Network Specialist if you have additional questions regarding best practice around COVID protocol.  Also, remember that the Child Care Health Consultants are always available to help when it comes to health and safety practices.

Thank you for all you do!

Division of Child Care

Infant Toddler Pilot Project

Sent to DCC Listserv February 8, 2022

Good Afternoon,

We are extremely excited to announce that we have made some changes to the Infant-Toddler Pilot Project.  We are hoping these changes will provide a better opportunity for providers to participate and increase quality within our child care system. The requirements have changed in two key areas of the application.  They are as followed: 

  • The provider must be a Level 1 in KY All-Stars and move to a Level 3 or higher within one year of participating in the Infant-Toddler Pilot Project. 
  • The provider will have up to a 6-month deferment on contracted slots to assist with the transition of children within those slots at the given time of the grant. 

With these changes, we are aware that there are going to be many questions.  We encourage all interested providers to join us Thursday, February 10th, 2022 at 1:00 pm to learn more about the Infant Toddler Pilot Project.  The link to join the webinar is https://us06web.zoom.us/j/89086516025

Thank you

CCAP Documentation and COVID Guidance

Sent to DCC Listserv February 4, 2022

During the past month, DCC has been working out the best legal way to follow federal and state regulations for CCAP billing while not penalizing centers that have children who are absent due to COVID quarantines. Dr. Stack, Commissioner for the state Department for Public Health, met with the administration from all the local health departments in the state yesterday afternoon.  He communicated to them how CCAP needs documentation of quarantines for centers to receive their federal funding when a child can not attend due to COVID exposure.  The health department administration will communicate this information to all their staff and they have been given a template letter they can send to centers who have excessive absences due to quarantine.  Remember, once a child has used their excused absences, you can use code 45 for billing with your COVID quarantine documentation. 

With quarantines (for children 2 and older who are capable of wearing masks) reducing to 5 days, hopefully fewer children will experience excessive absences.  There is a letter attached to this email that states all of the child care guidance given to the local health departments regarding child care programs and COVID protocols.  Some local health departments may choose to be more protective than the minimum guidance offered in this letter; however, this is what the Department for Public Health distributed to the local health departments yesterday.  When you have medical and safety questions related to COVID, it is essential to reach out to your local health department.  The Division of Child Care and the Division of Regulated Child Care are not medical organizations, so we can not answer questions of a medical nature. 

Please know, no provider will be penalized for not having documentation from the local health department of COVID closures for the month of January.  If you have questions about your CCAP billing, you need to reach out to the CCAP Payments Section CCAPProviderPayments@ky.gov.

Sarah Taylor Vanover, Ed.D.

Director

Division of Child Care

Monthly Data Sheet Information

Sent to DCC Listserv February 3, 2022

Good afternoon-

This message is intended for providers that have received American Rescue Plan (ARPA) Sustainability Payments.

According to the following provision of the Child Care Program Agreement you signed, “5.  The Provider receiving the American Rescue Plan funds must complete a monthly data sheet and send it to the third party vendor by the 5th of each month.  The data sheet will include data on enrollment, staff turnover, and other key data points.”

Please note: If a provider does not complete the monthly data sheet by the due date, the provider will not be eligible to receive the next Sustainability payment. In order to continue to receive ARPA Sustainability payments, monthly data sheets will be required for all missing months.

The third party vendor, Public Consulting Group, provides a link to complete the monthly data sheet each month. PCG conducts outreach via phone and email as a reminder to all providers who have not submitted data sheets prior to the due date. PCG will reach out to you if you are missing any required information.

If you have any additional questions, or if you need to update email contacts, please contact PCG through the following:

Email: KYARPAGrants@pcgus.com

Telephone: 888-805-1074

PCG also holds weekly Office Hours for providers to ask questions and receive technical assistance.

LINK TO OFFICE HOURS:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2M1YjQxZmMtYWQxMS00ZmFhLThhOGYtMjY4MTJkODcyMDc4%40thread.v2/0?context=%7b%22Tid%22%3a%22d9b110c3-4c25-4379-b97a-e248938cc17b%22%2c%22Oid%22%3a%22b9a65991-821f-460c-8c24-ee9cfbdfb1a8%22%7d

Thank you

Infant and Toddler Grant

Sent to DCC Listserv February 3, 2022

Good Morning,

The Cabinet for Health and Family Services – Division of Child Care is pleased to announce a funding opportunity designed to increase high-quality infant and toddler services in Kentucky by piloting Child Care Assistance Program (CCAP) Contracted Slots.  This pilot program will be utilized to combat the decrease in programs currently accepting families using CCAP and to increase infant and toddler care for our most vulnerable population. 

If you are interested in learning more about this opportunity please join us on zoom February 10th at 1:00 pm EST. The link is as follows https://us06web.zoom.us/j/89086516025

Jessica Cain, M.Ed

Program Manager, ARPA Funding

Townhall on Completing the Plan of Correction

Sent to DCC Listserv February 2, 2022

Good Afternoon,

Please see message below from KYOSA

Greetings Kentucky School-Age Childcare Providers and Partners!

I know that many of you have already started planning for high quality summer programs and experiences – that is why I am so excited to invite you to join KYOSA for our first ever Virtual Conference on February 8th and 9th!  We have gathered experts in social & emotional learning, healthy eating & physical activity, staff wellness and summer learning – from all across the Commonwealth and the country – to help you plan the best summer program EVER!

The best news of all?  It’s completely FREE!  Thanks to support from the Charles Stewart Mott Foundation, Save the Children and the Kentucky Department of Education – we are able to bring you two jam-packed days of professional development absolutely free.

We hope you are able to join us for live sessions each day, including keynotes from:

All live sessions have been approved for ECE-TRIS credit.

Registration is limited, so don’t wait – reserve your spot today: https://www.kyostconference.org/

Best,

Tom Haggard
Kentucky Out-of-School Alliance| Director

thaggard@savechildren.org

www.kyoutofschoolalliance.org

Townhall on Completing the Plan of Correction

Sent to DCC Listserv February 2, 2022

Good Morning,

The Division of Child Care, with support from the Division of Regulated Child Care and Child Care Aware, have started offering monthly townhall meetings to clarify child care regulations and policy. Please join us for our second meeting on Tuesday, February 8th at 1:00 PM EST to discuss completing the plan of correction. We will select a different topic each month and hold additional meetings on the second Tuesday of the month at 1:00 PM EST. These will be live, virtual meetings where child care providers can ask questions. The sessions will be recorded for those who cannot attend at the selected time.

Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/84971070192

Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

Find local AT&T Numbers: https://www.teleconference.att.com/servlet/glbAccess?process=1&accessNumber=8888227517&accessCode=793309

January’s topic was training requirements for child care providers and staff. To view and listen to the Zoom recording, please use the passcode: fU+68ud=.

Thank you,

Division of Child Care

CDC Child Care Guidance Update

Sent to DCC Listserv February 1, 2022

Good Afternoon,

On Friday afternoon the Center for Disease Control (CDC) released updated guidance for child care programs on protocols surrounding COVID-19, including 5 day quarantines for those who are not vaccinated.  Please see the link below to review the new guidance.

COVID-19 Guidance for Operating Early Care and Education/Child Care Programs (cdc.gov)

Sarah Taylor Vanover, Ed.D.

Director

Division of Child Care

December 2021 to May 2022 Provider Cafe and Trauma-Informed Care/Resiliency Training Schedule

Sent to DCC Listserv February 1, 2022

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for the remainder of the project period that runs through May 2022.

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training.

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize.

Child Care Professionals will be eligible for all financial incentives while funds are available.

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region, which are listed in the document.  Please note this schedule includes registration information for events through May 2022.  We will continue to send reminder emails on a monthly basis.

Thank you!

Emily Keely, M.Ed.
Early Childhood Social Emotional Consultant
KY Department for Public Health

Grant Opportunities

Sent to DCC Listserv January 21, 2022

Good Afternoon,

The Division of Child Care (DCC) is excited to announce the availability of several new grant opportunities. The following information explains in detail each opportunity. 

  • Family Child Care Start-up grants, up to $2,500, will assist in paying for fees and purchasing of items needed to establish and open a regulated Family Child Care Home. These funds will assist new providers in establishing child care services for children in a regulated environment, ensuring that children are in a safe and secure program. To be considered for this grant opportunity, please click on the link to complete the application and submit it to Jessica Cain at Jessica.cain@ky.gov, the deadline to receive applications is December 31, 2022. The link to the Family Child Care Application is https://chfs.ky.gov/agencies/os/oas/Pages/default.aspx. The grant applications are under the Department of Community Based Services. 
  • Preschool Partnership Opportunities for school districts and child care partners across the state are now open. This opportunity will award $75,000 per semester for two years for school districts to partner with local, high-quality child care programs to provide full-day, full-time early education services to children who qualify for child care assistance or may have a special need. To access the application, school districts will need to click on the link below and submit an intent to apply by February 11, 2022, and the complete application by March 11, 2022, to Mason Robertson mason.roberts@ky.gov. School Districts may click on the link https://chfs.ky.gov/agencies/os/oas/Pages/default.aspx. The application is under the Department of Community Based Services tab. 
  • The Infant and Toddler Grant will fund a pilot project to test the viability of establishing Child Care Assistance Program contracted slots. The project aims to combat the reduction in child care program availability for CCAP participants and increase infant and toddler care for this vulnerable population. To access the grant application, please click the following link: https://chfs.ky.gov/agencies/os/oas/Pages/grants.aspx. Please complete and return the application to Jessica Cain at Jessica.cain@ky.gov by February 28, 2022. There will be a webinar to explain the application and answer any questions on February 10, 2022, at 1:00 pm EST. The link for the webinar is https://us06web.zoom.us/j/89086516025.  
  • The Business Partnership Matching Grant is now available. The Division of Child Care aims to increase high-quality early education services by providing matching grant funds for business partnership child care facilities. The grant will be used to combat the reduction in child care options for working parents across Kentucky. If you are interested in applying for the Business Partnership Matching grant, please click on the following link for application. https://chfs.ky.gov/agencies/os/oas/Pages/grants.aspx. The business partnership grants will be available until December 31, 2022, or exhausted funds. For any questions about the grant or to return any application along with documentation, please send correspondence to Jessica Cain Jessica.cain@ky.gov.  
  • The Division of Child Care announces a funding opportunity to assist Kentucky child care centers, and family child care providers increase the quality of health and safety of children in their care. DCC will provide funds up to $10,000 to Kentucky licensed or certified programs to address concerns related to a child care facility’s health and safety. For any questions regarding this grant application or to submit the application, please feel free to reach out to Jessica Cain at Jessica.cain@ky.gov for assistance. To apply for the child care facilities repair grant, please click on the following link https://chfs.ky.gov/agencies/os/oas/Pages/grants.aspx. The facilities repair grant is open until December 31, 2022, or exhausted funds.  
  • The DCBS Division of Child Care announces the Desert Areas Matching Funds Grant, designed to increase high-quality early education services in Kentucky. Desert Areas matching funds will be used to increase the availability of child care programs in areas where services are limited. To apply for this grant opportunity, please click on the following link https://chfs.ky.gov/agencies/os/oas/Pages/grants.aspx. For any questions or return the application, please send all correspondence to Jessica Cain at jessica.cain@ky.gov. This grant opportunity is available until December 31, 2022, or until funds are exhausted. 

Thank you,

DCC

Updated Child Care and K-12 Guidance from DPH

Sent to DCC Listserv January 19, 2022

Good afternoon,

Public Consulting Group (PCG), our third party vendor, has emailed the link for the January monthly data sheet to those providers that will receive a Kentucky ARPA Sustainability Grant payment in January.   This is for January’s data and the completed data sheet is due by February 5th.  

If you have any questions, please contact PCG:

Email:KYARPAGrants@pcgus.com

Telephone: 888-805-1074

Updated Child Care and K-12 Guidance from DPH

Sent to DCC Listserv January 11, 2022

Good afternoon,

DCC sent a listserv message last week about CCAP.  We wanted to take this opportunity to clarify a few things:

  • All programs should bill based on attendance, not enrollment.  CCAP has expanded eligibility from 160% of the federal poverty guideline to the 200% of the federal poverty guideline.  We hope the change in the eligibility will make more families eligible to receive CCAP which means more children in your classrooms.
  • If a child at your center tests positive for COVID and is advised by a health care professional not to attend a child care setting then programs should use Code 45- Extraordinary Absence for billing purposes.  A letter from a health care professional must be retained in the child’s file for 5 years.  
  • If a classroom is mandated to close by the health department then the same Code 45 rule applies.  A copy of the letter issued by the health department should be placed in the file for each child who attends that classroom.
  • In both of the above circumstances, code the PBF with Code 45s and enter a note in the Provider Note Box with an explanation for Code 45.
  • If parents choose to quarantine a child and do not provide a letter from a health care professional, then Code 40 can be used for 5 absences, then a Code 50 for all unexcused absences on the PBF.
  • Please remember, CCAP PBF coding has returned to pre-covid policies and procedures concerning codes.  If you have additional questions, please contact CCAPProviderPayments@ky.gov

The Department for Public Health issued new guidance for child care programs and the K-12 school system (see attached).  While we have attached both sets of recommendations, child care programs are expected to follow the recommendations for child care.  Please know “test to stay” procedure is not to be used by child care programs.    

Townhall on Training Requirements

Sent to DCC Listserv January 10, 2022

The Division of Child Care, with support from the Division of Regulated Child Care and Child Care Aware, will begin offering monthly townhall meetings to clarify child care regulations and policy. Please join us for our first meeting on Tuesday, January 18th at 1:00 PM EST to discuss training regulations and requirements. We will select a different topic each month and hold additional meetings on the second Tuesday of the month at 1:00 PM EST. These will be live, virtual meetings where child care providers have the opportunity to ask questions. The meetings will be recorded for those who cannot attend at the selected time.

Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/83049060324

 Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

                                   

CCAP Updates for January 2022

Sent to DCC Listserv January 6, 2022

CCAP policy for COVID related absences:

  • If a child/family has been diagnosed with COVID and is advised by a health care professional to not attend a child care setting then a Code 45 – Extraordinary Absence can be used for billing purposes.  A letter from a health care professional must be retained in the child’s file for 5 years. 
  • If a classroom is mandated to close by the health department then the same Code 45 rule applies. A letter from a health care professional must be retained in the child’s file for 5 years. 
  • In these circumstances, code the PBF with 45’s and leave a note in the Provider Note Box with an explanation for the code 45.
  • If a center is mandated to close for COVID and is closed less than 14 days, then the code 45 can be used for all CCAP children if a health care professional note is in each child’s file.
  • If a center needs to close for 14 days or more then the Division of Regulated Child Care (DRCC) will mark the center’s status in the KICCS system as Temporarily Closed.  This will end all CCAP enrollments. Each parent will need to contact the DCBS Family Support office to change providers or re-enroll when the center can reopen.  DRCC needs to be notified of all closures no matter the time limit.
  • If parents choose to quarantine a child and do not provide a health care professional letter for the file, then code 40 can be used for 5 absences then a code 50 for all unexcused absences on the PBF.

CCAP PBF coding has returned to pre-covid procedures and policy concerning codes.  Exception Codes and Billing information is attached.  Please contact CCAPProviderPayments@ky.gov if you have additional questions.  

The Federal Poverty Guidelines for CCAP eligibility changed on 1/1/22.  Sharing the new guidelines with parents may allow more families to get help with child care expenses through the CCAP program.   In the Income Guideline chart below the yellow column is the income limit at initial application.  The green column is the income limit if the family has a case change, and the blue is the income limit at the 12-month recertification.

                                            CCAP Income Guidelines as of 1/1/22

Family Size200% FPG/Mthly Intake85% SMI Mthly Case Change85% SMI Mthly Renewal
1N/AN/AN/A
2$2903$3743$3484
3$3660$4623$4392
4$4417$5504$5300
5$5173$6384$6208
6$5930$7265$7116
7$6687$7430$8024
8$7410$7595$8892

CCAP will continue to pay the parent copay portion of the CCAP payment in 2022 until the federal funding for this project runs out.  An end date cannot be guaranteed at this time, but a 30-day notice will be given prior to the payment reverting to the parents.  The copay thresholds have decreased to continue to help families with child care expenses in the future.  The copay range is still $0-$25 per CCAP regulations but the amount per family may have decreased with the threshold income range.  Each CCAP enrollment will receive a Notice of Change with the new copay amount.

Reminders for COVID 19 Outbreaks in Child Care

Sent to DCC Listserv January 5, 2022

The Kentucky Department of Public Health (KDPH) has revised the guidance for isolation and quarantine for the general public in response to the changes presented by the CDC last week allowing for shortened isolation and quarantine under certain circumstances.  This guidance for shortened isolation or quarantine should not apply to high risk or congregate settings, K-12 schools, or childcare settings. 

  • Current KDPH guidance for child care programs remains unchanged and schools/childcare centers should continue to follow this guidance; KDPH is anticipating changes to the CDC school guidance so it is unlikely that revised statewide guidance will be released until those changes can be reviewed.
  • Universal use of masks and physical distancing are still recommended.
  • Individuals who are fully vaccinated and show no symptoms of COVID-19 do not have to quarantine.
  • 10 days of isolation for individuals who test positive is still recommended.  Child care programs with individuals exposed to COVID-19 that do have the option to test on day 5 and return on day 8 if the test results are negative.
  • In accordance with child care regulations (922 KAR 2:090, Section 13 (a) child care programs must report all cases of communicable diseases, including COVID-19, to their local Division of Regulated Child Care office and to the local health department office.
  • Please remember that children under the age of five have not had the option to vaccinate, and children between ages 5 to 11 years of age may not be two weeks out from their final vaccination date, so child care programs still want to take the highest level of precautions to protect our youngest children.

As you are aware, Kentucky is currently experiencing a surge in COVID-19, primarily attributed to the Omicron variant.  The statewide percent positivity (based on PCR testing only) now exceeds 20% and more cases were reported last Thursday (12/30/2021) than any other single day during the pandemic.  We expect that trend to continue. 

Sarah Taylor Vanover, Ed.D.

Director

Division of Child Care

PCG to host weekly office hours

Sent to DCC Listserv December 22, 2021

Good Afternoon,

PCG will be hosting weekly office hours to begin on Wednesday December 29th, 2021. Office hours will  provide support completing required documentation, provide guidance on allowable spending,  and will allow time for questions.

***These office hours will be held weekly, and you can join anytime by clicking the below link.***

Wednesday December 29th, 2021

1:00-2:00 PM  ET (1 hour)

LINK TO OFFICE HOURS:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2M1YjQxZmMtYWQxMS00ZmFhLThhOGYtMjY4MTJkODcyMDc4%40thread.v2/0?context=%7b%22Tid%22%3a%22d9b110c3-4c25-4379-b97a-e248938cc17b%22%2c%22Oid%22%3a%22b9a65991-821f-460c-8c24-ee9cfbdfb1a8%22%7d

Thank you-

Division of Child Care

FEMA Contact and other resources

Sent to DCC Listserv December 22, 2021

Governor Beshear encourages Kentuckians impacted by the recent storms to apply for FEMA assistance and Disaster Unemployment Assistance (DUA).

For FEMA assistance, please call 800-621-3362 or visit disasterassistance.gov

For DUA, please call 502-875-0442 to file a claim.

Here is the link to the Governor’s Office website listing available resources:

https://governor.ky.gov/tornadoresources

CCAP Updates for 2022

Sent to DCC Listserv December 17, 2021

CCAP 2022 Updates

  • Beginning January 1, 2022, Child Care Assistance Program (CCAP) returns to normal billing policy and procedure for all CCAP enrollments.  CCAP will be paid based on attendance and not enrollment.  The State Max Rates for all CCAP enrollments increased on October 1, 2021.  This increase allows centers to receive higher CCAP reimbursement rates thus decreasing or ending overages for CCAP families.  All CCAP children will need to be coded with any exceptions that apply to their attendance.  The Provider Exception Tip Sheet is attached.
  • Parents will be responsible for the assessed Family Copay beginning January 1, 2022. The parent copay threshold increased on 10/1/21 to aid CCAP families.  Parents are responsible for paying any overages (difference between the State Max Rate and what the center charges per day; Subsidized rates versus Commercial rates).  An overage is different than the copay.  The copay is assigned by the CCAP program based on income and an overage is addressed by the provider.
  • The Federal Poverty Guidelines (FPG) for CCAP have been reduced as another measure of assisting more KY families.   

CCAP Income Guidelines as of 1/1/22

Family Size200% FPG/Mthly Intake85% SMI Mthly Case Change85% SMI Mthly Renewal
1N/AN/AN/A
2$2903$3743$3484
3$3660$4623$4392
4$4417$5504$5300
5$5173$6384$6208
6$5930$7265$7116
7$6687$7430$8024
8$7410$7595$8892
  • REMINDER – The Provider CCAP Billing Basics training is now a mandated yearly training.  This training is designed to give child care providers an introduction to the Child Care Assistance Program (CCAP) and the CCAP billing process. All Licensed, Certified, and Registered providers participating in CCAP will need to complete this training and provide documentation of completion to the CCAP Billing Section once during each year of operation and upon change of the staff member submitting billing information. Providers need to retain a copy of the documentation of completion for their files.  You will receive 1 clock hour of credit in ECE-TRIS upon the completion of this course.

         Signup for the course here: https://www.hdilearning.org/courses/provider-billing-basics-training-v-july-2021/

KY ARPA Webinar December 2021

Sent to DCC Listserv December 14, 2021

Good afternoon-

The last ARPA webinar will be held on Thursday, December 16. Attached is a copy of the presentation for your review.

Thursday, December 16, 2021

4:00 PM – 5:00 PM (1 hour)

LINK TO WEBINAR:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjc4YzBiOWEtMmU3My00ZjBmLTg3MmUtZWY4NGIyMDhlYmE2%40thread.v2/0?context=%7b%22Tid%22%3a%22d9b110c3-4c25-4379-b97a-e248938cc17b%22%2c%22Oid%22%3a%226cd09efd-9a1c-4d8d-b95a-d334856a90ca%22%2c%22IsBroadcastMeeting%22%3atrue%7d&btype=a&role=a

Thank you-

Division of Child Care

KY ARPA Webinar Update

Sent to DCC Listserv December 13, 2021

Good afternoon-

We understand some providers were not able to access the webinar scheduled for today. The meeting reached capacity and we apologize for the inconvenience. PCG has re-scheduled the webinar for Monday, December 13th to a new platform, Microsoft Teams, to accommodate more attendees. PCG has also added a new meeting for Wednesday, December 15th to help ensure that everyone has an opportunity to attend.

Please find the new webinar links below.

Monday, December 13, 2021
6:00 PM – 7:00 PM (1 hour)

LINK TO WEBINAR:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjEwOTM0ZWUtYTNjMi00N2U1LTliZmMtZTE2OGMzZTA5NmFk%40thread.v2/0?context=%7b%22Tid%22%3a%22d9b110c3-4c25-4379-b97a-e248938cc17b%22%2c%22Oid%22%3a%226cd09efd-9a1c-4d8d-b95a-d334856a90ca%22%2c%22IsBroadcastMeeting%22%3atrue%7d&btype=a&role=a

Thursday, December 16, 2021
4:00 PM – 5:00 PM (1 hour)

LINK TO WEBINAR:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjc4YzBiOWEtMmU3My00ZjBmLTg3MmUtZWY4NGIyMDhlYmE2%40thread.v2/0?context=%7b%22Tid%22%3a%22d9b110c3-4c25-4379-b97a-e248938cc17b%22%2c%22Oid%22%3a%226cd09efd-9a1c-4d8d-b95a-d334856a90ca%22%2c%22IsBroadcastMeeting%22%3atrue%7d&btype=a&role=a

Thank you-

Division of Child Care

DRCC Contacts

Sent to DCC Listserv December 13, 2021

The Division of Child Care (DCC) realizes several of our child care providers across the state, but especially western Kentucky, were greatly impacted by this weekend’s storms.  As you begin to assess the damage and make decisions about re-opening, moving to a new and/or temporary location, or applying for emergency licensure (application attached), please reach out to your Division of Regulated Child Care (DRCC)  regional office (map and contact region attached) or to DRCC Central Office at 502-564-7962 or by email at chfsoigrccportal@ky.gov.

KY ARP Application Now Open

Sent to DCC Listserv December 10, 2021

Good afternoon,

Public Consulting Group (PCG), our third party vendor, has opened the ARPA Sustainability Grant Application for payments to be made in January 2022.

LINK TO THE APPLICATION: https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fe48ab86-4b44-42fb-8ad9-fb7cd402672b&env=na3&acct=b580b535-9a15-4adc-a393-a215cc0b43db&v=2

APPLICATION CLOSE DATE: January 5, 2022

You should only complete this application if you meet one of the criteria outlined below:

  1. You did not submit an application during the first round of funding in November.
  2. You are changing tiers.
    1. This includes providers who submitted an application with incorrect tier information during the first application period (i.e., Contract was submitted for Tier 1 but all staff are paid over $13/hour and provider intended to indicate Tier 3).  
    1. If your tier is incorrectly recorded in the survey, but is correct on your contract, DO NOT SUBMIT AN ADDITIONAL APPLICATION. This will be corrected through the Reconciliation Survey. You will only receive the Reconciliation Survey via email if you received payment through the first round of funding.

**If you think you submitted an application, but did not receive payment. Please contact PCG at the email or telephone number listed below and the technical assistance team will work with you to resolve this issue.

Email: KYARPAGrants@pcgus.com

Telephone: 888-805-1074

Thank you for all you do to support Kentucky’s families and children!

Division of Child Care

ARP Payment Reconciliation

Sent to DCC Listserv December 8, 2021

Good Evening,

We have been working with Public Consulting Group (PCG) on a process to resolve payment related issues from the first round of grants. As part of this process, we are asking all providers who applied for and received funding in the first round of funding to complete a short survey, KY ARPA Payment Reconciliation Survey, to validate that their tier level, capacity, and operating hours are correct. This will help us resolve any outstanding payment issues from the first round of funding, as well as fix any future issues that may result from data errors. The KY ARPA Payment Reconciliation Survey will be sent to providers in a separate email from PCG on Friday, December 10th.

Additionally, the ARPA grant application will open Friday December 10, 2021 and close on Wednesday January 5, 2022.  The link to the application will also be sent to providers in a separate email from PCG on Friday December 10, 2021 and through the DCC List Serv.

You should only complete the grant application if you meet one of the criteria outlined below.

  1. You did not submit an application during the first round of funding in November.
  2. You are changing tiers.
  1. This includes providers who submitted an application during the first application period with incorrect tier information.
  2. Please note: If your tier is recorded incorrectly in the survey, but is correct on your contract, DO NOT SUBMIT AN ADDITIONAL APPLICATION. This will be corrected through the survey process outlined above.

If you have questions or concerns, please contact PCG at the email address or phone number below and they will help you with the survey and/or determine if you need to submit a new application.

Email:KYARPAGrants@pcgus.com

Telephone: 888-805-1074

PCG has also scheduled two upcoming webinars to help educate providers on the ARPA Sustainability Payments, including eligibility, allowable use of funds, application instructions, an overview of the required monthly data sheet, and the reconciliation survey. As a requirement of the ARPA payments, providers must submit a monthly data sheet to PCG on the 5th of each month.

Please note: The first monthly data sheet will not be required until January 5, 2022.

Below is the information for the two webinar dates:

December 10, 2021

Time: 2:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/98454139885?pwd=VHpjc0ViYXNCZjBtZXljWEdFM3ZtZz09

Meeting ID: 984 5413 9885

Passcode: 491307

December 13, 2021

Time: 6:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/97762412577?pwd=RGJJMi93VXNqRmQrbmZrTVpCeXhhQT09

Meeting ID: 977 6241 2577

Passcode: 671001

Thank you for all you do to support Kentucky’s families and children!

Division of Child Care

Sustainability Payments Technical Assistance

Sent to DCC Listserv December 6, 2021

Public Consulting Group (PCG), the third party vendor for the ARPA Sustainability Payments, finalized payment information for the first disbursement of ARPA funds last week. We are aware there are payment-related issues and we are working closely with PCG on a reconciliation process to resolve them in a timely manner. We are committed to making sure payments are correct for every eligible child care provider. Please note: The quarterly payment amounts will fluctuate depending on the number of applications we receive and the Tier levels selected. There will be only one payment per quarter for eligible providers. The additional 10% and 20% for Tiers 2 and 3 is included in the payment amount.

If you have already reported your payment issue to the Division of Child Care (DCC) or PCG, your information has been logged. If you have a payment-related issue that has not been reported, please contact PCG via phone or email at the following:

Email: KYARPAGrants@pcgus.com

Telephone: 888-805-1074

PCG has scheduled two upcoming webinars to help educate providers on the ARPA Sustainability Payments, including eligibility, allowable use of funds, application instructions, and an overview of the required monthly data sheet. As a requirement of the ARPA payments, providers must submit a monthly data sheet to PCG on the 5th of each month. Please note: The first monthly data sheet will not be required until January 5, 2022.

Below is the information for the two webinar dates:

December 10, 2021

Time: 2:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/98454139885?pwd=VHpjc0ViYXNCZjBtZXljWEdFM3ZtZz09

Meeting ID: 984 5413 9885

Passcode: 491307

December 13, 2021

Time: 6:00 PM Eastern Time (US and Canada)

Join Zoom Meeting

https://zoom.us/j/97762412577?pwd=RGJJMi93VXNqRmQrbmZrTVpCeXhhQT09

Meeting ID: 977 6241 2577

Passcode: 671001

If you have questions or concerns, please contact PCG at the email address or phone number above.

Thank you for all you do to support Kentucky’s families and children!

Division of Child Care

Sustainability Payments Technical Assistance

Sent to DCC Listserv December 1, 2021

Last month, DCC announced it had partnered with PCG (Public Consulting Group) to distribute the child care sustainability payments.  The first sustainability payment was processed on Monday!

PCG has set up a dedicated email address and helpline phone number for providers to contact with any questions related to the American Rescue Plan sustainability funds:

Email: KYARPAGrants@pcgus.com

Technical Assistance Call Center: 888-805-1074

PCG will also be using this same email address to provide updates so please select KYARPAGrants@pcgus.com as a priority mailer to ensure these messages do not go to your Spam.  If you are unsure of how to add an email sender to the safe list for your specific email host, please review the handy guide at: Safelist email addresses in an email client or security program (constantcontact.com)

Thank you for all you do to support Kentucky’s families and children!

Division of Child Care

December 2021 to May 2022 Provider Cafe and Trauma-Informed Care/Resiliency Training Schedule

Sent to DCC Listserv November 29, 2021

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for the remainder of the project period that runs through May 2022.

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training.

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize.

Child Care Professionals will be eligible for all financial incentives while funds are available.

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region, which are listed in the document.  Please note this schedule includes registration information for events through May 2022.  We will continue to send reminder emails on a monthly basis.

Thank you!

Emily Keely, M.Ed.

Early Childhood Social Emotional Consultant

KY Department for Public Health

Update on Sustainability Payments

Sent to DCC Listserv November 16, 2021

DCC is happy to announce that PCG (Public Consulting Group) is officially partnering with Kentucky on the distribution of the child care sustainability payments.  They began working with DCC on November 8th, and they have hit the ground running in order to begin disbursement of payments.  They are currently finalizing small details (like which programs are part-time vs full-time) and are working diligently to get the first round of payments out at the end of November or the beginning of December.  PCG will be setting up a dedicated email address for KY stabilization payment questions and have a specific helpline that you can also use for questions.  As soon as those are set up, we will send that information out through the listserv.  PCG is also finalizing the monthly data sheet that child care programs will be responsible for filling out.  You will need to complete it for the first time at the beginning of January.

PCG is still working to finalize the per child amount for this first payment.  This payment may be slightly larger than others since some programs have not yet submit their finalized contracts.  Please remember that as long as the program was open and regulated prior to March 11, 2021, then the program has the opportunity to opt in to the payments at any point during the disbursement time period.  Programs that have not opted in at this point will miss the first payment, but they can still have the opportunity to receive the next eight payments if they submit their contracts by the appropriate time period for each payment cut-off.  Once you have submit one contract, you do not need to submit another contract during the funding period unless you wish to move payment tiers.

Please continue to watch the listserv for information about the PCG email address and helpline phone number.

Thanks,

Division of Child Care

KY All STARS Update

Sent to DCC Listserv November 16, 2021

Good morning, 

The Division of Child Care has been seeing barriers that would make it very difficult for any of our Kentucky All STARS High Quality Centers to be able to maintain their respective levels of quality.  These are some of the common barriers:

  • Programs are doing their best to keep their businesses open and ensure healthy environments for the children, families, and staff while combating COVID-19 illnesses, quarantines, and even deaths.
  • Staffing shortages are making it more and more difficult to maintain ratios with staff alone; Directors and Administrators are serving in classrooms and have less time to dedicate to the paperwork side of All STARS.
  • Classroom surfaces, materials, and hands need cleaned more regularly to reduce COVID and other health hazards – this impacts routines, schedules, and ultimately ERS scores.
  • Programs have reduced the number of or eliminated the soft toys, clothing, and cozy items in classrooms due to difficulty keeping them sanitized – this impacts multiple items on the ERS.
  • Reducing exposures to outside groups has impacted extended programming necessary for higher ERS scores and higher ratings.
  • Training and orienting new staff on a regular basis hinders the continuity of care in the classroom and makes it challenging to meet screening, curriculum, and assessment standards.
  • Due to high staff turnover rates, programs are barely meeting the orientation and PAHT requirements; thus, they are not meeting the training requirements for Level 2 or higher standards.

Due to these barriers the Division of Child Care recommends the following actions to help better support our child care centers:

Providers with a renewal from December 2021-December2022

  • DCCListerv will email these providers with the following option(s):
    • Extend expiration date by 1 year.
    • Keep their current expiration date which will require a renewal this year.
    • Providers who elect for an extension to their expiration date will still be required to submit an Annual Quality Review per regulation.

Every other provider whose renewal would be in the year of 2023 and beyond:

  • Extend all expiration dates by 1 year.
  • These providers will still have the Annual Quality Review documentation to submit.

Please note that any child care center in the 2023 and beyond category whose expirations dates are pushed back by a year would still have the option at any time to submit paperwork to move up in level with the Kentucky All STARS Program as there is no freeze on the program as a whole this time around. These steps are to help alleviate additional stresses that are being placed on child care centers state wide.

November Provider Cafe, Director Cafe and Trauma-Informed Care and Resiliency Training Schedule Certificates MUST be uploaded

Sent to DCC Listserv November 1, 2021

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for November.

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training. 

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize. 

Child Care Professionals will be eligible for all financial incentives while funds are available. 

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region which is listed in the document.  The list contains the registration information needed to attend the training events.  Please note that this list only contains information for the month of November.  We will be sending out another email with future dates and registration links. 

Thank you!

Emily Keely, M.Ed.
Early Childhood Social Emotional Consultant
KY Department for Public Health

CPR and First Aid Certificates MUST be uploaded

Sent to DCC Listserv October 13, 2021

Good afternoon,

We wanted to make you aware that due to a high volume of CPR and First Aid documentation, ECE-TRIS must clarify the process. We have been receiving cards and certificates by various methods, which are causing duplicate submissions and cards to be uploaded under the wrong accounts.

We need to encourage the individual users (providers/teachers) to do this for themselves under their individual ECE-TRIS Log-Ins. We are aware that directors like to try to do so much of this for their staff, but in order to process effectively and correctly, we need to have individuals submit their own CPR and First Aid certifications and trainings.

-The ECE-TRIS team is asking users to submit ALL (training and Certifications) documentation of CPR and First Aid via the Manage Education and Credential Area.

-There are instructions for this area linked here: Managing your Education and Credentials

We are going to process documentation that has been faxed, mailed and emailed, but beginning 10/08/21, any new documentation received in those manners will be returned and they will be asked to upload. 

Oct. Provider Cafe and Trauma-Informed Care and Resiliency Training Schedule

Sent to DCC Listserv October 4, 2021

Hello!  Attached is the Provider Café and Trauma-Informed Care and Resiliency training schedule for October.

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training. 

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize. 

Child Care Professionals will be eligible for all financial incentives while funds are available. 

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

Providers must attend the events that are hosted in their region which is listed in the document.  The list contains the registration information needed to attend the training events.  Please note that this list only contains information for the month of OCTOBER.  We will be sending out another email with future dates and registration links. 

Thank you!

Emily Keely, M.Ed.
Early Childhood Social Emotional Consultant
KY Department for Public Health

American Rescue Plan Funds

Sent to DCC Listserv September 29, 2021

The Division of Child Care has been preparing for the dispersal of the sustainability payments for child care programs through the American Rescue Plan funds.  Many of you know that there will be three different tiers of funding available based on the program capacity and the staff salary of the child care program.  Child care programs will fill out the contract for the desired tier.  Only one contract will be submitted per program.

Contracts will be issued by email the week of October 11th through the 15th.  You will receive these contracts through the email address that the state has on file for your child care program.   In order to answer any questions that you may have prior to receiving your contracts, DCC will host two town hall meetings next week to specifically talk about the contracts for the sustainability payments.  The links to the two Zoom meetings are listed below.

I am attaching the document that was shared with providers earlier this year about the qualifications for the sustainability payments and how the funding can be used.  The links to the two Zoom meetings are listed below.  The content for the Zoom meetings will be the same for both meetings, so you only need to attend one meeting.

If you have any additional questions about the contracts after the town hall meetings, you can reach out to Jessica Cain (Project Manager for the ARP Funds) or Jessica Abner at DCC.  Their email addresses are Jessica.cain@ky.gov and Jessica.abner@ky.gov.

Zoom Meeting on Monday, October 4th from 1:30 PM to 2:30 PM Eastern Time

Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/89557239388

Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

_________________________________________________________________

Zoom Meeting on Wednesday, October 6th from 9:30 AM to 10:30 AM Eastern Time

Join from PC, Mac, Linux, iOS or Android: https://us06web.zoom.us/j/81205195170

Or Telephone:

    Dial:

    USA 713 353 0212

    USA 8888227517 (US Toll Free)

    Conference code: 793309

Sarah Taylor Vanover, Ed.D.
Director
Division of Child Care
Department of Community Based Services

Clarification on CCAP Rate Increase

Sent to DCC Listserv September 21, 2021

There have been a lot of questions on the new CCAP reimbursement rates, so I want to answer as many questions as possible.

  • The purpose of the increase is to allow families who qualify for CCAP to be able to have a larger choice of child care facilities without having to pay a large overage.  A rate increase for CCAP does not mean that centers must increase their rates, and it does not mean that the state is telling you what to charge.
  • When a rate increase occurs, a center has the opportunity to consider changing its child care rates; however, all centers must charge the same rate for children who receive CCAP and for children whose parents pay the tuition.  Please remember that 83% of the children attending child care in Kentucky are from private-pay families, and these families did not receive a raise to pay tuition just because the CCAP rate increased.  Child care programs must select a tuition rate that meets the programs needs and is within reach of their clients.
  • Also, this CCAP reimbursement rate is funded by the American Rescue Plan funding granted to Kentucky by the federal government.  We are hoping that the funding is able to stretch over the next two to three years; however, at this point the funds are still temporary.  Please keep that in mind as you make business decisions.

Sarah Taylor Vanover, Ed.D.
Director
Division of Child Care

CCAP Billing Updates 08.31.2021

Sent to DCC Listserv September 17, 2021

DCC is pleased to announce that the State Max Rate of CCAP Reimbursement will increase effective October 1, 2021.

The updated DCC-300 State Max Rate of CCAP Reimbursement can found on the DCC website:  https://chfs.ky.gov/agencies/dcbs/dcc/Pages/provassist.aspx under “Additional Information”.  The DCC-94 B has been attached for your convenience.  Please return your updated DCC-94Bs to CCAPProviderPayments@ky.gov

CCAP Billing Updates 08.31.2021

Sent to DCC Listserv August 31, 2021

  • DCC is pleased to announce that the State Max Rate of CCAP Reimbursement will increase effective October 1, 2021.  DCC will be filing an amendment to 922 KAR 2:160 Child Care Assistance Program which includes the DCC-300 Kentucky Child Care Maximum Payment Rate Chart. 
  •  DCC will send the new DCC-300 out via listserv on September 16th.  
  • Licensed and certified providers interested in receiving an increase in CCAP funding are advised to update their DCC-94B, Licensed or Certified Provider Agreement Form (attached).  Updated DCC-94Bs returned to DCC by the last business day of September (9/30/21 at 4:30pm) will have an October 1 start date for the rate increase.  To be specific, child care provided in October will have the updated rate increase applied.  Providers will see the rate on the November billing cycle which pays for October.  Any updated DCC-94Bs received after September 30, 2021, will have a start date of the first day of the following month.  

For example, if a DCC-94B is returned to DCC during October then the start date will be for care provided beginning November 1 and payments going out in December. This rule applies for all subsequent months. 

Return forms to:  CCAPProviderPayments@ky.gov.  All eligible CCAP enrollments will receive a Notice of Change with the updated rates for provider records. 

  • CCAP families cannot be charged more than private pay families.  Therefore, if child care rates are increased for CCAP, the same rates need to apply for private pay families.
  • CCAP is announcing that the parent copay threshold is increasing to help CCAP families.  The new copay limits can be found here.  All CCAP enrollments will receive a Notice of Change to update the copay amount for provider records.  CCAP will continue to pay the parent copay portion of the CCAP payment until December 31, 2021.  The copay is assessed during the application process and is listed on the DCC-94 Child Care Service Agreement and Certificate.  The parent copay portion is a separate CCAP payment that comes after the regular CCAP payment.  Parents are responsible for paying any overages (difference between the State Max Rate and what the center charges per day; Subsidized rates versus Commercial rates).  An overage is different than the copay.  The copay is assigned by the CCAP program based on income and an overage is addressed by the provider. 
  • CCAP will continue to pay based on enrollment and not attendance though 12/31/21.  Payments will be made for each CCAP child regardless of attendance or short-term closure of a center for illness.  If a child care center is closed for more than 14 days the center will be placed in a Temporary Closure by DRCC, licensing.  If a temporary closure happens CCAP enrollments automatically end, and payments will not be made. Parents will need to contact the DCBS Family Support office to re-enroll or correct a care schedule.  Licensed Child Care providers may continue to use code 45 if the schedule on the Provider Billing Form (PBF) is correct or can code as if the child attended all scheduled days.  Certified and Registered Providers may submit PBFs blank or fill in with the correct codes regardless of attendance. 
  • CCAP School Age child certificates should cover the child for a school schedule which is part days when school is open and full days when school is closed.  Unless the child attends non-traditional hours or more than 5 hours per day. Open days are when school offers in person classroom instruction and closed days are when the school has holidays or teacher in service days—not Covid closure days.   If in person classroom instruction is offered, CCAP cannot pay for the child to attend a child care center full days to do virtual school work.  If a parent chooses to pull a child from in person classroom instruction due to Covid and send the child to the child care provider, the parent is responsible for any charges over a part day of care. If a school district or individual school is closed for illness, CCAP can pay a full day for a school age child to attend child care.  PBFs MUST be coded to reflect this change and a provider note left in the provider note box explaining why full days are being requested.
  • The new ‘Provider CCAP Billing Basics training’ has been released and is designed to give child care providers an introduction to the Child Care Assistance Program (CCAP) and the CCAP billing process. All Licensed, Certified and Registered providers participating in CCAP will need to complete this training and provide documentation of completion to the CCAP Billing Section once during each year of operation and upon change of the staff member submitting billing information. Providers need to retain a copy of the documentation of completion for their files. You will receive 1 clock hour of credit in ECE-TRIS upon the completion of this course. Signup for the course here: https://www.hdilearning.org/product/ece-080/

   

September ONLY ECMH Training Implementation Training

Sent to DCC Listserv August 30, 2021

A free training has been sponsored by the Division of Child Care to ensure that

We are excited to announce that the Early Childhood Mental Health Division at the Department for Public Health in collaboration with the Early Childhood Mental Health Specialists are continuing Provider Cafés, Director Cafés, and Trauma-Informed Care and Resiliency trainings in September!   

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, once per month.  When registering, please pay attention to the title of the Café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend one Café a month and will receive a $30 stipend for attending the Café.

In addition to the Cafés, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, once per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training. 

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize. 

Child Care Professionals will be eligible for all financial incentives while funds are available. 

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

We have attached a list of Provider Cafes, Director Cafes, and Trauma-Informed Café and Resiliency trainings.  Providers must attend the events that are hosted in their region which is listed in the document.  The list contains the registration information needed to attend the training events.  Please note that this list only contains information for the month of SEPTEMBER.  We will be sending out another email with future dates and registration links. 

We are excited to connect and learn together!

Emily Keely, M.Ed.
Early Childhood Social Emotional Consultant
KY Department for Public Health

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Free Non-Certified First Aid and CPR Training

Sent to DCC Listserv August 25, 2021

A free training has been sponsored by the Division of Child Care to ensure that all staff members of Kentucky early childhood programs receives training on first aid and cardiopulmonary resuscitation (CPR) per regulation changes (KAR 922 2:120 Section 7 (8)).

Non Certified First Aid and CPR for Early Childhood Professionals

https://learn.trc.eku.edu/moodle/course/view.php?id=330

This training is now available and is accessible through the ECE-TRIS Calendar.

Masking in Child Care

Sent to DCC Listserv August 24, 2021

Yesterday, the Governor withdrew his Executive Order on masking for K-12 schools and child care programs.  Although this Executive Order has been withdrawn, the Department of Public Health did previously file an emergency regulation mandating masking for all adults and children 2 years of age and older in child care programs.  This is not a regulation issued by the Division of Child Care, but it is a regulation that child care programs are required to follow.  This requirement from the Department of Public Health is similar to the regulations for child care programs that are required by the Fire Marshal or when Department of Public Health comes to inspect the hood over your kitchen stove. 

If you have further questions, please reach out to your Child Care Aware health and safety coach to assist you.

CCAP Updates (922 KAR 2:160)

Sent to DCC Listserv July 7, 2021

  • The Division of Child Care will continue to pay CCAP on “enrollment vs attendance” for July through September 2021 in order to assist programs that have had limited capacity during the pandemic.  The Cabinet for Health and Family Services will re-evaluate on a quarterly basis to review the availability of funding.
  • CCAP will continue to pay the parent copay portion of the CCAP payment until December 31, 2021.  The copay is assessed during the application process and is listed on the DCC-94 Child Care Service Agreement and Certificate.  Parents are responsible for paying any overages (difference between the State Max Rate and what the center charges per day).  The parent copay portion is a separate payment that comes after the regular CCAP payment.
  • The new CCAP rate increase began July 1, 2021.  Therefore providers will see the increase beginning with the August billing cycle which reimburses for care provided in July.  The July billing cycle reimburses for care provided in June which falls under the previous rates. 
  • DCC is asking all providers to fill out a new DCC-94B to ensure that the correct CCAP rates (at or below the State Max Rate) and Commercial Rates (higher than the State Max Rate) are added to the system.  The commercial rates are used in the Provider Search system to aid families when looking for child care. 
  • All Licensed, Certified and Registered providers participating in CCAP will need to complete and provide to the CCAP Billing Section documentation demonstrating completion of the cabinet approved Billing Basics training once during each year of operation or upon change of the staff member submitting billing information.  Providers need to retain a copy for their files as well.
  • All providers must maintain the DCC-94E, Child Care Daily Attendance Record.  The attendance must be recorded legibly each time the child arrives and each time the child departs the provider’s care and signed legibly (first and last name) by the parent of applicant for the child served by CCAP.  

Provider Forums on the American Rescue Plan

Sent to DCC Listserv July 6, 2021

DCC would like to invite all providers to attend one of three virtual forums concerning the American Rescue Plan. We will be going over how DCC is using the American Rescue Plan to support child care. The chat feature will be monitored, so you may ask questions during the meeting.

All times below are Eastern Standard Time.

July 19
1:30PM-3:30PM
https://us02web.zoom.us/j/84479017493

July 21
9:30AM-11:30AM
https://us02web.zoom.us/j/86327773825

July 22
3:30PM-5:30PM
https://us02web.zoom.us/j/85452055991



Thank you,
Division of Child Care
https://chfs.ky.gov/agencies/dcbs/dcc/


Other helpful resources:
Child Care Assistance Program (CCAP):CCAPProviderPayments@ky.gov
National Background Check Program: CHFSDCCNBCP@ky.gov
Professional Development (Training):DCCPDStaff@ky.gov
KY All-STARS:KYallstars@ky.gov

Early Childhood Mental Health Training Opportunities for July

Sent to DCC Listserv June 29, 2021

We are excited to announce that the Early Childhood Mental Health Division at the Department for Public Health in collaboration with the Early Childhood Mental Health Specialists are launching Provider Cafés, Director Cafés, and Trauma-Informed Care and Resiliency trainings in July!   

Just as a reminder, Provider Cafés and Director Cafes will be offered virtually using Zoom, twice per month.  When registering, please pay attention to the title of the café to ensure you are registering for the correct one.  Child Care Professionals will receive up to two (2) hours of ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators.  Child Care Professionals will be able to attend multiple sessions and will receive a $30 stipend for attending the Provider Café.

In addition to the cafes, Trauma-Informed Care and Resiliency trainings will also be offered virtually using Zoom, one-time per month.  Child Care Professionals will receive two (2) ECE-TRIS training hours that will go toward the annual training requirement for Early Childhood Educators. Child Care Professionals are able to attend one-time and are eligible to receive a $50 stipend and an age-appropriate trauma-informed care and resiliency educational resource kit for attending the training. 

There are additional incentives for participating in these training events.  Directors who can show 75% of staff attendance for both Provider Cafes and Trauma-Informed Care and Resiliency trainings (including themselves) will receive a one-time center bonus of $500 and materials to create an adult coping corner for all staff to utilize. 

Child Care Professionals will be eligible for all financial incentives while funds are available. 

These training events are made possible by the Division of Child Care through the use of Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funding.

We have attached a list of Provider Cafes, Director Cafes, and Trauma-Informed Café and Resiliency trainings.  Providers must attend the events that are hosted in their region which is listed in the document.  The list contains the Zoom information needed to attend the training events.  Please note that this list only contains information for the month of JULY.  We will be sending out another email with future dates and Zoom links. 

We are excited to connect and learn together!

Kristen Martin, MS, LMFT
Early Childhood Mental Health Program Administrator

Sarah Taylor Vanover, Ed.D.
Director
Division of Child Care
Department of Community Based Services

American Rescue Plan Funding

Sent to DCC Listserv June 24, 2021

At the 12:30 PM press conference today, the Governor announced several of the projects that will begin with the help of the American Rescue Plan funding.  The press release is attached.  This is the largest lump sum that Kentucky has ever received for child care, and we want to be very thoughtful and innovative on how we use these funds to support child care throughout the state.

The Commonwealth of Kentucky has been awarded over $763 Million specifically dedicated to child care.  This is being dispensed from two separate funding sources that each have unique purposes.  The largest portion of the funding, over $470 Million is designated for sustainability payments that will be distributed to child care providers throughout the state beginning in October 2021 after the CRRSA payments have concluded.  The second stream of funding, over $293 Million, is slightly more flexible and the federal government has designated it for four specific purposes, including:

  • Increasing provider payments
  • Improving payment policies
  • Increasing wages for early educators and family child care homes; and
  • Building the supply of child care for underserved populations.

The Division of Child Care will be sending out more notifications on each individual project as applications and timelines are finalized.

New Regulation Changes

Sent to DCC Listserv June 16, 2021

During today’s Health, Welfare, and Family Services legislative committee meeting, several changes to child care regulations were passed.  We encourage all providers to read through the full list of regulations in order to make sure that you understand the changes.  Here are some of the important highlights that you should be aware of:

922 KAR 2:120 Health and Safety Regulations for Licensed Child Care Programs

https://apps.legislature.ky.gov/law/kar/922/002/120reg.pdf

  • Changes to food preparation and meal requirements for centers who provide meals and centers who do not provide meals
  • Changes to screen time limits
  • Changes to physical activity requirements
  • Changes to serving sugary drinks
  • Requirements on lockdown/shelter-in-place drills
  • Changes to safe sleep requirements

922 KAR 2:230  Kentucky Director’s Credential

https://apps.legislature.ky.gov/law/kar/922/002/230reg.pdf

  • Early childhood education degrees from states other than Kentucky will be considered in the Director’s Credential process

922 KAR 2:240  Kentucky Early Care and Education Trainer’s Credential

https://apps.legislature.ky.gov/law/kar/922/002/240reg.pdf

  • Changes to definitions of synchronous and asynchronous trainings
  • Credentialed trainers wishing to offer online training will need to take a mandatory course on offering online training
  • Changes on how to obtain a waiver for the initial adult learning training hours
  • Updates to the Specialty Trainer’s Credential
  • The Cabinet or appointed agency will audit trainings of credentialed trainers.  All trainer’s must be audited at least once by the local training coach during their credential time periods.
  • Providers will not receive training credit for repeatedly taking the same online training multiple times in a five-year time period.
  • Independent studies must be pre-approved, even if taught by credentialed trainers.
  • Updates to cabinet-approved training agencies

922 KAR 2:250 Kentucky Commonwealth Child Care Credential

https://apps.legislature.ky.gov/law/kar/922/002/250reg.pdf

  • Reorganization of course content to align with the Child Development Associate’s credential