Tips and Tools

Sent to DCC Listserv September 1, 2022

Effective 9/1/2022, all Personnel changes in ECE-TRIS will be submitted online. Any faxed or mailed forms will not be processed.

ECE-TRIS has streamlined this process by making available online areas to submit these changes.  Below are some Personnel related tips and resources to assist you.

All the links below are also found in the ECE-TRIS FORMS area.

New Account Instructions

• If a user attempts to create an account on this page and has an existing account, they will be made aware and can follow the instructions for recovering their username or resetting their password to submit changes.
• If a user never logged in to set-up their account, they will not have security questions to recover or reset. They can follow the Login Instructions for first time users by clicking Login Help

Managing Your ECE-TRIS Account: Self-Service Tips

RESET PASSWORD TIPS

• The email on your account is used to find a match for your record in ECE-TRIS.  You can use this email even if you do not have access to it anymore. It is only used to find the matching record.
• If you reset your password and still have issues, follow the same steps to Recover Username.  Usernames can contain numbers in some cases and this will also let you confirm spelling.
  • If a typo is found in your username, please email ecetris@eku.edu for a correction.
  • If you are unable to use the password reset, it is likely because you account is still in the ‘default password’ format. You can refer to Login Help for more information.

Employer Changes

• If you have a new employer, go to Manage My Personal Information.  Your changes will be submitted to the TRIS team for final changes. Please allow 7-10 days.
  • Please note:  submitting a new hire date in this area will not impact a user’s First Year Start Date. That information will come from DCC.
• Administrators who have staff who have separated from your program, please follow the instructions found here.  Managing Staff Listing

Any questions can be sent to ecetris@eku.edu

Sent to DCC Listserv June 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 July 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=668e554b-9c7a-44f9-a255-64121ce4237d&env=na3&acct=b580b535-9a15-4adc-a393-a215cc0b43db&v=2

APPLICATION CLOSE DATE:  June 30, 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

Sent to DCC Listserv December 13, 2022

This is a clarification of how the Division of Child Care, Division of Regulated Child Care and ECE-TRIS collaborate and use your background check data.

KEY POINTS for PROGRAM ADMINISTRATORS

• Accuracy of your staff Hire date in KARES is important to calculating professional learning hours.
• Training taken before determination date may not apply to annual hours if the staff person is brand new to the field of early care and education.
• Each Staff Person could have 3 different dates in TRIS used in different ways.

Please read this email for complete details on these key points

SUMMARY

• Prior to July 1,2020, professional development was calculated based on self-reported hire date. Fingerprint date was also considered the ‘background check ‘ date.
• July 1, 2020 regulation changes were effective to align training hours for licensing and KY All STARS with the state fiscal year of July 1st – June 30th annually.  There were special considerations for new staff who may enter a program at anytime during the fiscal year. The special considerations were to allow a new staff person, new to the field of early care and education, a full year to complete the required training hours.
• To meet regulation changes, ECE-TRIS added a field to document if a person is New ECE Staff and also to capture their original start date in the field. This is known as First Year Start Date in ECE-TRIS.
• The ECE-TRIS Required Training Hours Report was modified to calculate existing staff on the fiscal year and New ECE Staff on the First Year Start date.

RECENT CHANGES  7/1/2022

• Determination date is to be used as the standard for your staff start dates.
• KARES Hire Date cannot occur prior to determination date in KARES. In other words, no provisional hires.
• Data will be provided to ECE-TRIS at the beginning of each month for importing into user records.

HOW THIS IMPACTS ECE-TRIS DATA

Each person may have 3 dates:

• Determination Date (replacing the Fingerprint date),

Determination Date (currently labeled Fingerprint date) will still appear on the Training Record Report in the header.

• Hire date as reported with any Personnel updates

Self-Reported Hire date for existing staff will be added to the Training Record report header. This is used by DRCC to determine if required initial trainings (Orientation and PAHT) have been met within timelines. At some point in the future we also plan to use the hire date reported in KARES for existing staff as well. Please begin making sure the KARES dates are accurate.

• If a New ECE Staff person (brand new to the field) they will also have a First Year Start Date

New ECE STAFF First Year Start Date will display on the Required Training Hours Report. If staff person is not new to the field of ECE, the Required Training Hours Report will calculate on fiscal year (July 1 – June 30^th)

For background check questions, you can reach out KARES Help Desk CHFSDCCNBCP@ky.gov Questions related to the required training hours report for new staff, pleaseemail ecetris@eku.edu

Administrative Office of the Courts Fast Check

Applicant Prescreening Form

DCC 374 Central Registry Check for Licensed, Certified, Registered- (CAN Check)

DCC 500 Waiver Agreement & Statement

DCC 501 Disclosure

Example CAN Check Under 18 Parent Authorization Form

IdentoGo Fingerprint Location Sites

KARES Web Portal User Guide and Training Manual

Kentucky State Police Background Check

National Background Check Program – Division of Child Care

Tip Sheet for the National Background Check Program *Updated 6/2021

Sent to DCC Listserv January 10, 2023

Good afternoon,

First, DCC would like to apologize for this afternoon’s town hall.  We are diligently working to identify ways to keep this from happening in the future.

Attached you will find a copy of Elizabeth Fiehler’s presentation about the Child and Adult Care Food Program (CACFP).   You may also find more information about CACFP by visiting Child and Adult Care Food Program (CACFP) Homepage – Kentucky Department of Education.  If you have questions about CACFP, you may contact Ms. Fiehler at Elizabeth.Fiehler@education.ky.gov.

The Kentucky Department of Public Health has partnered with the CDC under the State Physical Activity & Nutrition (SPAN) grant to offer GoNAPSACC programming FREE to all Kentucky child care providers! GoNAPSACC trainings teach standards for Health and Nutrition based on CACFP guidelines, which are considered “best practices”, and surpass KY licensing regulations. All modules within the program are already approved in ECE-TRIS.

The attached flyer (GoNAPSACC Training Flyer) has detailed information on how to get started.

Please use this resource to learn more about how to find approved trainings: https://ece.trc.eku.edu/ece/resources/files/247

***For CACFP related training content, you can use keywords like CACFP, Food Program, etc. (Please note – not all trainings are sponsored/endorsed by the CACFP program.)

These attachments will also be made available on the DCC website .

Again, DCC is very sorry that today’s town hall did not go as planned.  We will communicate any changes to the town hall format prior to the February town hall scheduled for February 14, 2023.

Thank you for all you do to support Kentucky’s children,

Andrea T. Day

Director

Division of Child Care

Family Child Care Network – KY Regional Agencies & Regional Leaders

Family Child Care Network (FCCN) of Kentucky website

National Association for Family Child Care

AP Provider Required Forms Available Online

CCAP Overview Website (KYNECT)

Child Care Assistance Program for Families – DCC Website

Child Care Employee Exclusion FAQ

Child Care Employee Exclusion FAQ – Spanish

ECE 080: Child Care Assistance Program: Billing Basics for Providers

DCC 94E Child Care Daily Attendance Record Single Sheet (updated 4.2022)

DCC 94B Licensed or Certified Provider Agreement Form

Children’s Files Checklist

Example Animal Consent Form

Example Enrollment Form

Example Release to Participate – Extra-Curricular Program

Example Release to Participate on Premises

Example Third Party Professional Services Parental Release Form

Example Transition Plan – Individual Plan for Toddler

Example Transition Plan – Whole Class One’s to Two’s

Example Transition Plan – Whole Class Two’s to Three’s

Family Engagement Ideas

KDE Student Health Immunization Requirement

Suggested Content for a Parent Handbook

CDC COVID-19 Guidance for Operating Early Care and Education/Child Care Programs

CHFS COVID-19 Resources

Example Enhanced Cleaning, Sanitizing, and Disinfecting Plan Template

DCC Plan to Reopen Child Care in Kentucky FAQ

Example Child Care Screening and Temperature Log

Face Mask Permission Form

Guidance for Operations in Early Care and Education and Child Care Programs *(Updated 1.10.2022)

Healthy at Work Requirements for Child Care Programs

Optional Bug Busting in Early Care and Education Settings Training from the American Academy of Pediatrics

Calculating Clock Hours for New Staff First Year and Second Year

College Coursework Approval for Training Clock Hours Instruction

ECE-TRIS Individual Training Form

ECE-TRIS New Account Instructions

ECE-TRIS Website

Facility Provider Form

Managing Staff List Instructions

Managing Your Education and Credentials in TRIS

Training Manager Instructions for Providers

Child Care Emergencies and Disaster Preparedness

County Emergency Management Director Contact Information

Example Emergency Disaster Plan Template for Certified (pdf)

Example Emergency Disaster Plan Template for Certified (word)

Example Emergency Disaster Plan Template for Licensed (pdf)

Example Emergency Disaster Plan Template for Licensed (word)

Example Emergency Drills Form (updated to include Lockdown Drills)

Child and Adult Care Food Program (CACFP) Homepage

Child Care Checklist for Unadulterated Foods and Left Overs

Example Preschool Menu Planning Form (***updated 2/2022)

Family Style Dining FAQs

Feeding and Handling Breast Milk

Resources for Child and Adult Meals

Resources for Infant and Young Child Feeding

Tip Sheet for Required Meal Components **NEW

When Do I Need a Food Permit?

Whole Grains and Enriched Grains

Bleach Solutions for Cleaning, Rinsing, Disinfecting/Sanitizing

Child Care Weather Watch Resource

Diapering Steps Posting

Hazards of Using Portable Sinks in Child Care

Incident Report Form

List of Reportable Diseases (updated 4.2022)

Reporting Communicable Diseases Form

Tip Sheet for Changing Pull-Ups and Soiled Underwear

Tip Sheet for Supervision for Kentucky Early Childhood Providers

Go NAPSACC At a Glance

Go NAPSACC Provider Flyer (English)

Go NAPSACC Provider Flyer (Spanish)

Go NAPSACC Training Brochure

Using Go NAPSACC in KY All STARS

Child Care Providers Guide to New Crib Standards

Child Care Providers Guide to Safe Sleep

Example Infant-Toddler Lesson Plan

Infant and Toddler Early Learning Standards (Birth – 3)

Sanitizing Mouthed Toys

Tip Sheet for Infant Care

Tip Sheet for Toddler Care

KICCS Provider Portal Access Agreement

KICCS Provider Portal Launch Page

KICCS Portal – Completing the Plan of Correction updated 11/2022

Child Care Tax Center

Kentucky One Stop Shop for Starting a Business

Kentucky Small Business Development Center

KOG/KARES/KICCS For New Users (updated 5/2022)

Licensed Renewal Application

Licensed Initial Application Packet

Market Rate Study

Notice of Permanent Closure Form

Request for Temporary Closure Form

Tip Sheet for Civil Penalty

Tip Sheet for US Department of Labor Wage and Hourly Division

Anaphylaxis and Epinephrine Auto-Injector Online Course

Example Administration of Medication Form

Example Blanket Diaper Cream Release Form

Example Blanket Release for Emergency and Rescue Medication Form

Example Blanket Sunscreen Release Form

Example Preschool Lesson Plan

Preschool Early Learning Standards (3s and 4s)

Tip Sheet for Preschool Care

Child Abuse and Neglect Policy (updated 10.2022)

Child and Parent Rights

Consumer Product Safety Flyer

Diapering Steps Posting

Handwashing Steps Posting

Licensed Child Care Staff-to-Child Ratio Chart

Licensed Initial Packet

Licensed Renewal Packet

Caring for Our Children, 4th Edition

Child Care Health Consultation Posters and Handouts

Division of Child Care (DCC)

Division of Regulated Child Care (DRCC)

Governor’s Office for Early Childhood Education

Kentucky Online Gateway (KOG)

KYNECT (previously Benefind) Child Care Provider Search Tool

Learn the Signs. Act Early. | CDC

National Association for the Education of Young Children (NAEYC)

Example School-Age Lesson Plan

KY Academic Standards

Kentucky Out of School Alliance

Tip Sheet for School Age Care

Chequeo a Través del Registro Central de Cuidado Infantil – DCC-374 Central Registry Check for Licensed Certified Registered (CAN Check) – Spanish

¿Cuàl es la apariencia de un ambiente seguro para dormer – Safe Sleep Environment – Spanish

Ejemplo de Formulario de Planificación de la Evacuación para la Preparación para Emergencias/Desastres en el Cuidado Infantil – Example Evacuation Planning Form for Child Care Emergency/Disaster Preparedness for Child Care – Spanish

Formulario de consentimiento animal – Example Animal Consent Form – Spanish

Formulario de Renovación de la Licencia para el Centro de Cuidado Infantil – Licensed Renewal Packet – Spanish

Guía de sueño seguro para el proveedor de cuidado infantile – Child Care Providers Guide to Safe Sleep – Spanish

Hoja de recomendaciones para proveedores acerca del Programa Nacional de Verificación de Antecedentes (NBCP, por sus siglas en inglés) – Tip Sheet for the National Background Check Program – Spanish 

Para Cambiar un Pañal – How to Change a Diaper – Diapering Steps Posting – Spanish

Pasos de Lavar las Manos – Steps to Handwashing – Handwashing Posting – Spanish

Resumen de la Solicitud de Ayuda para el Cuidado Infantil Subsidiado – DCC 90-Subsidized Child Care Assistance Application – Spanish

Annual Professional Development Plan

Approved First Aid and CPR Courses

Change of Director Form

Director Qualifications Worksheet

Example Job Description – Assistant Director

Example Job Description – Assistant Teacher

Example Job Description – Cook

Example Job Description – Director

Example Job Description – Lead Teacher

Example Job Description – Vehicle Driver

Example Interview Questions – Assistant Director

Example Interview Questions – Assistant Teacher

Example Interview Questions – Cook

Example Interview Questions – Director

Example Interview Questions – Lead Teacher

Example Staff Evaluation

Example Staff Records Coversheet

Staff Meetings Tracking Form

Suggested Content for Staff Handbook

Tip Sheet for Calculating Annual Training Hours

Tip Sheet for Director

Tip Sheet for Establishing a Date of Hire for Child Care Center Staff

Tip Sheet for Hiring Staff under Age 18

Tip Sheet for New Hire *updated 4/2023

Tip Sheet for Sharing Staff Within Your Company

Tip Sheet for Substitute Staff from Temporary Staffing Agency

Example Certified Home Release to Transport Form

Example Daily Transportation Log

Example Field Trip Release Form

Example Field Trip Roster

Example Release to Ride the School Bus

Example Walking Field Trip Roster

Example Monthly Emergency Drills Form

Facility Owned Vehicle – Daily Vehicle Inspection

Facility Owned Vehicle – Field Trip Only Transportation Policies and Procedures

Facility Owned Vehicle – Daily Transportation Policies and Procedures

Heatstroke Fact Sheet

Heatstroke Safety Tips for Parents and Caregivers

KDE COVID-19 Considerations for Reopening Schools: Pupil Transportation

Kentucky Driver History Records

Kentucky Safety Facts – Child Seat Safety

Third Party Vehicle – Daily Transport Policies and Procedures

Third Party Vehicle – Field Trip Only Transportation Policies and Procedures

Tip Sheet for Adding Transportation Services

Tip Sheet for Field Trip