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Division of Child Care Updates


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

Kentucky All STARS restart

Sent to DCC Listserv June 4, 2021

Effective October 1st, 2021, the freeze on Kentucky All STARS will be lifted. The 90-day notifications will go out for December renewals and AQRs.

No paperwork will be required for providers who have submissions (renewals or AQRs) due October or November 2021.  We will extend those with expiration dates of October or November by one year.

Your Quality Coach will contact you. However, if you have questions before then, feel free to contact them.

Any checklist documentation or AQR narratives that were submitted beginning March 2020 until now have not and will not be reviewed. 

Thank You,
Kentucky All STARS

KARES Relaunch

Sent to DCC Listserv June 3, 2021

DCC is pleased to announce child care providers may now complete the required background checks using KARES.  DCC will be using $3 million of the CRRSA funds to pay for all background checks.

IdentoGO is the new vendor who will be providing fingerprinting services.   Applicants will now have the ability to schedule their fingerprint appointments online.

Attached you will find an updated tip sheet including new steps for the process.  You may also find this tip sheet, a list of IdentoGO sites, and an updated list of out of state background check contacts (criminal background, CAN check and sex offender registry) on the DCC website:   https://chfs.ky.gov/agencies/dcbs/dcc/Pages/nationalbackgroundcheck.aspx

If you have any questions, please direct them to CHFSDCCNBCP@ky.gov.

Guidance on Lockdown Drills

Sent to DCC Listserv May 19, 2021

Many child care providers have questions on how to begin implementing lockdown drills in their programs.  The Division of Child Care has assembled some instructions on how to meet the requirements in the updated regulation, while following best practice on social and emotional needs of young children.  After reading through this guidance, if you still have questions, please reach out to your Child Care Aware coaches for assistance.

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

DCC Health and Safety Regulation KAR 922 2:120 Update

Sent to DCC Listserv May 17, 2021

Good Afternoon,

In the 2020 Regular Legislative Session, the House and Senate passed Senate Bill 45, An Act Relating to Child Care Centers in Kentucky.  This Act specifically focused on health and safety practices for licensed child care programs.  It required the Division of Child Care to implement new regulations that require licensed child care programs to follow the meal planning requirements of the Child and Adult Care Food Program, reduce screen time, increase gross motor play, and eliminate sugary drinks.  The additions to the health and safety regulations (KAR 922 2:120) were filed in September 2020, and they have been through the full regulation review process.  The final review before the legislative committee will be in June 2021.  After the final review, the new regulations will go into place.  I have included the link to the current draft of the proposed regulations below. Additions to the previous version of the regulation are underlined so that you can identify the new requirements.

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

If your program does not currently participate in the federal food program, the regulation will require you to make quite a few changes to your meal planning routines.  The Division of Child Care is currently finishing a training to help licensed providers understand these new requirements.  Also, if you are interested in enrolling in the Child and Adult Care Food Program, you can contact Elizabeth Fiehler with the Community Nutrition Program in the Department of Education at Elizabeth.fiehler@education.ky.gov. 

The updated regulation will also require child care programs to add quarterly shelter-in-place drills.  This is now a federal requirement.  Additional training will be offered from DCC on the best way to implement these new drills in your child care facility. 

An additional federal requirement is that all child care providers have TRAINING on first aid/CPR.  This does not mean that all providers must be certified.  In order to fulfill this new portion of the federal mandate and updated regulations, we are having Orientation updated to include a small section of training on first aid and CPR.  Also, anyone with an expired certification can keep that on hand as proof of training.  You will still be required to have one staff member on hand at all times that is currently certified, and we encourage programs to get as many staff members certified as possible in the event of a possible emergency.  During the new State Fiscal Year (July 1st, 2021 to June 30th, 2022), the Division of Child Care will be offering funding to approved training agencies throughout the state to offer free First Aid, CPR, EpiPen and Blood Bourne Pathogen training to providers who register at their programs.  This will be a great opportunity for all child care providers to take advantage of.

I encourage everyone to read through the updated version of the health and safety regulations to make sure that you understand all the new requirements, particularly around meal planning.  Watch closely for new trainings and resource materials to come out soon.

Sarah Taylor Vanover, Ed.D.
Director
Division of Child Care
Department of Community Based Services
275 East Main Street, 3C-F
Frankfort, KY 40621
Sarah.Vanover@ky.gov
(502) 564-2524
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

CCDF State Plan

Email to providers May 13, 2021

For those of you who have never had the opportunity to attend a public hearing of the state plan, due to travel or staffing schedule, we are thrilled that the virtual platform can give you this opportunity for the first time.  During the hearing, we will go through all sections of the state plan one at a time and ask for public comment on each.  Individuals who would like to speak may have up to five minutes to comment on that section.  If your comments exceed the five minutes, then you may submit the rest of your comments by email to the DCC regulation inbox at childcare.regulation@ky.gov.  The Division of Child Care will document all public comments. 

It will be beneficial for participants to review the document in advance, since the full state plan is a very large document.  The preliminary draft of the 2022-2024 CCDF State Plan is currently posted on the Division of Child Care website at the following link:

https://chfs.ky.gov/agencies/dcbs/dcc/Pages/default.aspx

Here is the agenda of the public hearing based on the sections of the CCDF State Plan:

  1. Leadership
  1. Family Engagement and Consumer Education
  2. Child Care Financial Assistance
  3. Equal Access to Child Care for Low Income Families
  4. Licensing Requirements
  5. A Qualified and Effective Child Care Workforce
  6. Continuous Quality Improvement
  7. Program Integrity and Accountability