ELCSLC 2015-16 Coalition Plan Draft

Transcription

School Readiness Plan Template
Coalition Identification and Information
DRAFT
Coalition Name:
Address:
St. Lucie
804 S. 6th Street, Fort Pierce, FL 34950
Phone:
E-mail Address:
772-595-6424
[email protected]
Chair
Jarrod Trefelner
Executive Director or Chief
Executive Officer
Tony Loupe
FEIN #:
Mailing Address
(if different)
Fax:
59-3679509772-595-6081
772-595-6081
Finance Director
Counties Represented
DRAFT
6M-9.115, F.A.C.
Form OEL-SR 115 (September, 2014)
Louise Auclaire Sikorski
St. Lucie
Office of Early Learning
Early Learning Coalition School Readiness Plan Guide and Template
I. COALITION OPERATIONS
A. Membership
Please complete the Coalition Membership Form.
Early Coalition of St. Lucie County
Approved as of [date added when approved by OEL]
Count
or
N/A
Designation in F.S.
1002.83(3) and (4)
Voting
Member
Name
Address
Telephone Number
Fax Number
Email Address
Affiliation and/or
Employment
For multi-county
coalitions, indicate
the county the
member represents
DRAFT
Date
Appointed
Length of
Current
Term and
Date it Will
End
4 Years
4/30/17
Term
1
Chair, appointed by
the Governor
Yes
Jarrod Trefelner
4150 Okeechobee Rd., Suite C
Fort Pierce, FL 34947
Phone: 772-293-0636
Fax: 772-462-2332
[email protected]
CenterState Bank
N/A
5/13/13
2
Private sector
appointed by the
Governor
Yes
Terissa Aronson, President & CEO
1850 SW Fountainview Blvd. Ste. 201
Port St. Lucie, FL 34986
Phone: 772-595-9999, x 314
Fax: 772-595-9990
[email protected]
St. Lucie County
Chamber of Commerce
N/A
11/18/2013
4 years
04/30/2015
Awaiting 2nd
Term
Appointment
Confirmation
1st Term
Private sector
appointed by the
Governor
Department of
Children & Family
Services circuit
administrator or
designee
Yes
Vacant
Yes
Tom Peer
Childcare Licensing Supervisor
337 North US Hwy 1
Phone: 772-467-4184
Fax: 772-467-3185
[email protected]
Department of Children
& Families
N/A
04/01/1999
Ongoing
No
Term
Limit
Yes
Kathyrn Hensley
4204 Okeechobee Road
Phone: 772-429-3914
SLC School Board
N/A
11/01/2006
Ongoing
No
Term
Limit
3
4
District superintendent
of schools or designee
Page 22 of 38
1st Term
Count
or
N/A
Designation in F.S.
1002.83(3) and (4)
Voting
Member
Name
Address
Telephone Number
Fax Number
Email Address
Affiliation and/or
Employment
For multi-county
the county the
member represents
Date
Appointed
Length of
Current
Term and
Date it Will
End
Term
Fax: 772-429-7559
[email protected]
Richard Stetson, President/CEO
584 NW University Blvd., Ste 100
Phone: 866-482-4473 X 428
Fax:
866-314-6580
[email protected]
CareerSource of the
Research Coast
Yes
Angela Roberson
Community Health Nursing Director
Phone: 772-462-3945
Fax: 772-370-8065
[email protected]
Florida Department of
Health in St. Lucie
County
N/A
01/01/2014
Ongoing
No
Term
Limit
President of a Florida
College System
institution or his or
her permanent
designee
Yes
Sara Whitacre, Chairman
Human Enviornmental Science Dept
3209 Virginia Avenue
Phone: 772-462-7645
Fax: 772-462-4796
[email protected]
Indian River State
College
N/A
06/01/02
Ongoing
No
Term
Limit
8
Member appointed by
Board of County
Commissioners or the
governing board of a
municipality
Yes
RDC Robin Delgado
Consulting
N/A
10/01/2012
3 years
09/30/2015
1st Term
9
Head Start Director
Yes
Robin Delgado
33 Harbour Isle West #303
Phone: 772-209-0466
Fax: N/A
[email protected]
Myrna Rodriguez
ALPI-Head Start
2202 Avenue Q
Phone: 772-466-2631
Fax: 772-464-3035
[email protected]
Program Operations
Director
N/A
10/01/2010
Ongoing
No
Term
Limit
5
Regional workforce
board executive
director or designee
Yes
6
County health
department director or
designee
7
N/A
Ongoing
DRAFT
Page 23 of 38
06/01/2002
No
Term
Limit
Count
or
N/A
Designation in F.S.
1002.83(3) and (4)
Voting
Member
Name
Address
Telephone Number
Fax Number
Email Address
Affiliation and/or
Employment
Gingerbread Lane
Preschool
For multi-county
the county the
member represents
N/A
Date
Appointed
09/01/2015
Length of
Current
Term and
Date it Will
End
3 years
08/31/2018
Term
1st Term
10
Representative of
private for-profit child
care providers
Yes
11
Representative of faith
based child care
providers
Yes
Beverly Hinton
1301 N. 27th St.
Fort Pierce, 34947
Phone: 772-468-7237
Fax: 772-466-5210
[email protected]
Destiny Learning Center
N/A
04/01/2013
3 years
03/31/2016
1st Term
12
Representative of
program under federal
Individuals with
Disabilities Education
Act
Yes
Sandra D. Akre
Director of FDLRS
4204 Okeechobee Rd.
Phone: 772-429-4600
Fax: 772-429-3622
[email protected]
St. Lucie County School
District
N/A
07/01/2005
Ongoing
No
Term
Limit
13
Children services
council or juvenile
welfare board chair or
executive director
Yes, if
applicable
Sean Boyle, Executive Director
546 NW University Blvd, Ste. 201
Phone: 772-408-1100
Fax: 772-408-1111
[email protected]
Childrens Services Council
of St. Lucie County
N/A
08/01/2009
Ongoing
No
Term
Limit
N/A
Child care licensing
agency head
Yes, if
applicable
N/A
Central agency
administrator
Yes, if
applicable
Linda Hall
711 NW Airoso Blvd.
Phone: 772-871-5959
Fax: 772-871-6024
[email protected]
DRAFT
Page 24 of 38
Count
or
N/A
Designation in F.S.
1002.83(3) and (4)
Voting
Member
Name
Address
Telephone Number
Fax Number
Email Address
Affiliation and/or
Employment
Dean, Mead, Minton &
Zwemer
For multi-county
the county the
member represents
N/A
Date
Appointed
4/1/12
Length of
Current
Term and
Date it Will
End
3 years
03/31/2018
Term
2nd
Term
14
Private Sector
Business
Yes, if needed
to meet private
sector
percentage or
multi-county
representation
15
Private Sector
Business
Yes, if needed
to meet private
sector
percentage or
multi-county
representation
Dawn Capraro
Customer Service Supervisor
6043 NW Telford Ave.
Phone: 772-342-6115
Fax: N/Z
[email protected]
Higher One, Inc.
115 Munston St.
New Haven, CT 06511
N/A
01/01/2015
3 years
12/31/2018
1st Term
16
Private Sector
Business
Yes, if needed
to meet private
sector
percentage or
multi-county
representation
Dee Coe, Branch Manager
500 Virginia Avenue
Phone: 772-293-6117
Fax: 772-465-3647
[email protected]
PNC Bank
N/A
09/01/2014
3 years
08/31/2017
1st Term
17
Not-for-Profit Child
Care Provider
Yes, if needed
to meet private
sector
percentage or
multi-county
representation
Carol Hilson, Director
3114 Okeechobee Road
Phone: 772-465-3414
Fax: 772-461-2865
[email protected]
Community United
Methodist Preschool
N/A
02/01/2013
3 years
01/31/2016
1st Term
Private Sector
Business
Yes, if needed
to meet private
sector
percentage or
multi-county
representation
Yes, if needed
to meet private
Private Sector
Business
Dana Apfelbaum, Attorney
1903 S. 25th St., Suite 200
Phone: 772-464-7700
Fax: 772-464-7877
[email protected]
DRAFT
Page 25 of 38
Count
or
N/A
Designation in F.S.
1002.83(3) and (4)
Voting
Member
Name
Address
Telephone Number
Fax Number
Email Address
Affiliation and/or
Employment
For multi-county
the county the
member represents
sector
percentage or
multi-county
representation
DRAFT
Early Coalition of St. Lucie County Membership Management
I.
II.
III.
IV.
TOTAL MEMBERSHIP : 17
TOTAL PRIVATE SECTOR MEMBERSHIP: 5, PRIVATE SECTOR PERCENTAGE: 29.4%
TOTAL NON-VOTING EX OFFICIO MEMBERSHIP: 0
NUMBER OF VACANCIES IN REQUIRED POSITIONS: XXXX
B. Business Organization
Please attach a copy of the coalition’s organization chart as Attachment I.B.
C. Articles of Incorporation
Please attach a copy of the coalition’s articles of incorporation as Attachment I.C.
N/A
Page 26 of 38
Date
Appointed
Length of
Current
Term and
Date it Will
End
Term
D. Bylaws
Please attach a copy of the coalition’s bylaws as Attachment I.D.
E. Coalition Fiscal Agent Contract (if applicable)
Please attach a copy of the fiscal agent contract (if applicable) as Attachment I.E.
N/A
F. Procurement
DRAFT
Please attach the coalition’s procurement policy as Attachment I.F.
G. Tangible Personal Property Maintenance
Please attach the coalition’s tangible personal property maintenance policy as Attachment I.G.
H. Records Maintenance
Please attach the coalition’s maintenance of records policy as Attachment I.H.
I. Information Technology Security Controls
Please attach the coalition’s IT security policy as Attachment I.I.
J. Disbursement Controls
Please attach the coalition’s disbursement controls policy as Attachment I.J.
Page 27 of 38
II. IMPLEMENTATION
A. Minimum Children to be Served by Care Level
Please fill out the Minimum Children to be Served by Care Level Form by running EFS Ad Hoc Report CC085 .
Care Code
(INF)
(TOD)
(2YR)
(PR3)
(PR4)
(PR5)
(SCH)
(SPCR)
(SPTN)
Description
<12 MTH
12<24 MTH
24 <36 MTH
36 <48 MTH
48 <60 MTH
60 <72 MTH
In School
Special Needs
Special Needs Teen
Minimum # of Children Served
458
827
1,028
1,045
862
587
1,077
82
0
DRAFT
If applicable, please attach supporting documentation as Attachment II.A.
B. Single Point of Entry Implementation
Please attach the coalition’s policies and procedures for implementing the Single Point of Entry (SPE) as Attachment II.B.
C. Unified Wait List Implementation
Please attach the coalition’s policies and procedures for implementing the Unified Wait List (UWL) as Attachment II.C.
D. Eligibility and Enrollment Policies and Procedures
Please attach the coalition’s eligibility and enrollment policies and procedures as Attachment II.D.
Page 28 of 38
E. Parent Access and Choice
Please attach the coalition’s policies and procedures for implementing parent access and choice as Attachment II.E.
F. Sliding Fee Scale and Fee Waiver Policies
Please complete the Sliding Fee Scale For Parent Co-Payments Form, and attach the coalition’s fee waiver policies as Attachment II.F.
2 Family
Members
3 Family
Members
4 Family
Members
5 Family
Members
6 Family
Members
7 Family
Members
8 Family
Members
9 Family
Members
10 Family
Members
Full-Time
Income Range (Rounded to the nearest dollar)
by Total Number of Family Members
Percent of
20xx
Federal
Poverty
Part-Time Guidelines
1 Family
Member
Amount of Daily
Parent Copayment
per Child
(Completed by
COALITION)
0%
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$_____
$_____
$_____
$_____
$_____
$_____
DRAFT
50%
>50%
75%
>75%
<100%
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
100%
116.67%
>116.67%
133.33%
>133.33%
150%
>150%
155.83%
>155.83%
161.66%
>161.66%
Page 29 of 38
For Each
Additional
Family
Member
Add:
$0
167.49%
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
$_____
>167.49%
173.32%
>173.32%
179.15%
>179.15%
185%
>185%
192.5%
>192.5%
200%
DRAFT
G. Use of Pre and Post Assessments
If applicable, what assessment tool does the coalition use to perform pre and post?
At this time, the ELCSLC does not use a pre and post assessment tool on SR
children.
If applicable, who administers the pre- and post-assessments (coalition/contractor/child care providers).
N/A
If applicable, what are the age ranges that receive a pre and post assessment?
Minimum Age (in months):
Page 30 of 38
Maximum Age (in months):
Attach supporting documentation as Attachment I.G.
N/A
H. Provider Payment Rates
DRAFT
Please complete the Provider Payment Rate Schedule Form and attach the coalition’s procedures for implementing the provider rates as
Attachment II.H.
DAILY PAYMENT-RATE SCHEDULE (Effective ____APRIL 1, 2015____________________________)
CARE CODE
(INF)
(TOD)
(2YR)
(PR3)
(PR4)
(PR5)
(SCH)
(SPCR)
Description
<12 MTH
12<24 MTH
24 <36 MTH
36 <48 MTH
48 <60 MTH
60 <72 MTH
In School
Licensed or
Exempt
Providers
22.00
19.50
18.50
18.50
17.00
17.00
15.40
22.00
Full-Time Daily Rates (Completed by COALITION)
Licensed
Registered
Gold Seal
Gold Seal
Informal
Differential Family Child Differential Family Child
Providers
Care Homes
3.30
2.93
2.78
2.70
2.55
2.55
2.31
3.30
20.00
17.00
17.00
16.00
16.00
16.00
15.40
20.00
Page 31 of 38
Care Homes
3.00
2.55
2.55
2.40
2.40
2.40
2.31
3.00
18.00
15.50
15.50
14.50
15.00
15.00
14.40
18.00
9.00
7.75
7.75
7.25
7.50
7.50
7.20
9.00
Before
or After
School
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
CARE CODE
Description
(INF)
(TOD)
(2YR)
(PR3)
(PR4)
(PR5)
(SCH)
(SPCR)
Licensed or
Exempt
Providers
12<24 MTH
24 <36 MTH
36 <48 MTH
48 <60 MTH
60 <72 MTH
In School
CARE CODE
(SPCR)
2.48
2.19
2.08
2.03
1.91
1.91
1.35
2.48
Care Homes
15.00
12.75
12.75
12.00
12.00
12.00
9.00
15.00
2.25
1.91
1.91
1.80
1.80
1.80
1.35
2.25
13.50
11.60
11.60
10.90
11.25
11.25
8.40
13.50
6.75
5.80
5.80
5.45
5.62
5.62
4.20
6.75
DRAFT
Description
Special Needs
Care Homes
16.50
14.60
13.85
13.50
12.75
12.75
9.00
16.50
<12 MTH
Part-Time Daily Rates (Completed by COALITION)
Licensed
Registered
Gold Seal
Gold
Informal
Family
Child
Family
Child
Differential
Seal
Providers
Before
or After
School
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Special Needs Rate (Completed by COALITION)
Part Time
Full Time
SameasInfantRatesforProviderType
Same as Infant Rates for Provider Type
III. QUALITY ACTIVITIES AND SERVICES
E. Child Care Resource and Referral (CCR&R) and School-Aged Care
Describe the quality activities and services the coalition will implement to enhance child care resource and referral and school-age care.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Beginning with FY 2015-2016, the following activities will be devised by the Resource and Referral Department to enhance the quality of their program:
Hours of Operation will continue Monday – Friday 7am – 6pm.
Phone Calls into CCR&R will be returned within 24 hours
Annual CCR&R Staff Training of Program Requirements.
Annual CCR&R Staff Training, Enhancing your Customer Service Skills.
Attend One Goal Summer Conference.
Attend Leadership Symposium.
Quarterlyattach
Guest Speakers
for team meetings
which highlight community
agencies/partners.
Please
any supporting
documentation
as Attachment
III.A.
Quarterly Quality Assessments completed on R&R Specialists.
The Coalition creates a quarterly newsletter for parents and providers covering elements of the resource and referral program and supporting elements of the school readiness and VPK programs. This newsletter is
posted on the Coalition website and emailed to providers.
Annual update of Community Agency Referral List to help specialists assist families by making the correct community referral connections.
Enhance the Coalition website to include information for parents on school-age care for the school year and the summer.
Increase the level of advertising for the R&R program by including radio spots, appearing on the local community cable channel to promote CCR&R and Coalition Programs additional newspapers to include the
local Spanish newspaper, flyers placed at local agencies that have direct contact with parents and through community events.
CCR&R Staff will participate in the following Community Events: Lil’Feet, Sundae’s in the Park, Hanging of the Hands, Pirate Festival.
Coalition Staff will attend meetings at the following Social Service Agency’s: MAPP (Model Approaches to Positive Parenting), Panel Classes for all new foster parents, Foster Parent Association Meetings, Kids at
hope, Healthy Start, Children Services Council, Hands Clinic, Head Start.
The Coalition will present the Family Fun Fair
PageCenter
32 ofregarding
38
The Coalition communicates with the Boys and Girls Club, YMCA and 21st Century Learning
the need for school age services.
B. Infant and Toddler Early Learning Programs
Describe the quality activities and services the coalition will implement to enhance infant and toddler early learning programs.
x
x
x
At a minimum, once a year, offer Toddler CLASS Observation training.
Annually, offer a minimum of 4 trainings sessions specific to Infant & Toddler topics.
Resource Specialists will offer resources and technical assistance to promote activities that support infant and
toddler development.
Establish stipend program for toddler teachers who have participated in MMCI and received a pre and post
Toddler CLASS observation and who agree to a 6 month – 1 year post Toddler CLASS observation
following their last post. Stipends will be offered subject to availability of funding and on maintenance or
improvement of scores.
DRAFT
x
Please attach any supporting documentation as Attachment III.B.
C. Inclusive Early Learning Programs
Describe the quality activities and services the coalition will implement to enhance inclusive early learning programs.
x
x
x
x
x
Offer a series of trainings specific to Inclusion topics, including behavior.
Develop procedure for SPCR rate to include children, birth – 5, with identified behavior issues.
Continue to act as lead agency for the St. Lucie County Inclusion Committee in order to identify and
address barriers for families accessing services.
Offer annual Resource Fair of county agencies that serve the needs of children and families.
Resource Specialists will offer resources and technical assistance to promote activities that support
inclusion for SR children.
Page 33 of 38
Please attach any supporting documentation as Attachment III.C.
D. Quality Performance Report
a. Does the coalition train programs on the Early Learning Guidelines (ELG) adopted by OEL?
Yes
No
If yes, does the coalition track how many programs were trained, by provider type, on the ELGs?
Yes
No
If yes, does the coalition track the number of children served in ELG trained programs?
Yes
DRAFT
No
b. Does the coalition provide targeted technical assistance to programs such as coaching, mentoring, or consulting during the fiscal
year? Note: targeted technical assistance is (coaching, mentoring and consultation) designed to address a particular domain/area of
quality.
Yes
No
If yes, what type of targeted technical assistance is provided?
Health and safety
Infant and toddler care
School-age care
Inclusion
Teaching dual language learners
Understanding developmental screenings and/or observational assessment tools for program improvement purposes
Mental health
Page 34 of 38
Business management practices
Other Describe:
c. Does the coalition provide financial supports to early learning providers? Financial supports must be intended to reward, improve,
or sustain quality. They can include grants, cash, reimbursements, gift cards, or purchases made to benefit a program. One-time grants,
awards, or bonuses include any kind of financial support that a program can receive only once. On-going or periodic quality stipends
include any kind of financial support intended to reward, improve, or sustain quality that a program can receive more than once.
DRAFT
Does the coalition provide one-time grants, awards or bonuses to Child Care Centers?
Yes
If yes, describe:
No
Yes, as funding allows, for quality initiatives.
Does the coalition provide one-time grants, awards or bonuses to Family Child Care Homes?
Yes
No
If yes, describe:
Yes, as funding allows, for quality initiatives.
Page 35 of 38
Does the coalition provide on-going or periodic quality stipends to Child Care Centers?
Yes
No
If yes, describe:
DRAFT
Does the coalition provide on-going or periodic quality stipends to Family Child Care Homes?
Yes
If yes, describe:
No
Please check what types of financial supports are provided to child care teachers/providers?
Scholarships
Reimbursement for Training Expenses
Loans
Wage supplements
N/A
Other Describe:
Pre-determined stipends are offered to participants for completion of MMCI training
and for follow-up 6 month from post observation Toddler & PreK CLASS observation
based on maintenance or improvement on scores.
Page 36 of 38
d. Does the coalition have a voluntary Quality Rating Improvement System (QRIS) in place for the coalition’s service area?
Yes
No
If yes, please provide how many levels and a brief description of each level:
QRIS Level
Level Description
DRAFT
Please attach any supporting documentation as Attachment III.D.
IV. FINANCIAL MANAGEMENT
A. Budget
Please fill out Attachment IV.A Coalition Budget Report.
B. Prior Year Revenues and Expenditures
Please fill out Attachment IV.B Coalition Revenue and Expenditure Report.
V. MONITORING
Page 37 of 38
A. Monitoring Plan and Procedures
Please attach a copy of the coalition’s policies and procedures for monitoring SR Program providers as Attachment V.A.
B. Grievance/Complaint Resolution
Please attach a copy of the grievance policies and procedures that address complaints made by parents and child care providers as Attachment
V.B.
VI. COALITION PLAN VALIDATION
A. Public Input
DRAFT
Please attach copies of proof of public input, such as coalition minutes as Attachment VI.A.
By signing below, I hereby certify that all information provided in this plan is accurate and complete to the best of my belief and knowledge. I certify
that all services will be provided in accordance with the plan as approved by the Florida Office of Early Learning (OEL). I further certify that the local
services will be provided in compliance with all applicable federal, state, and local laws and regulations and the State Child Care and Development
Fund Plan approved by the Federal Department of Health and Human Services.
IN DRAFT FORM – Unsigned
Chair Signature:
Printed Name:
Date Signed:
Chief Executive
Officer:
Jarrod Trefelner
Printed Name:
Date Signed:
Page 38 of 38
Anthony F. Loupe
Early Learning Coalition of St. Lucie County
Organizational Chart
Approved: April 1, 2015
Contracted Services
Fiscal Audit
Health Screening Program
Coalition Board
23 Members
Administrative Assistant
Chief Executive Officer
(CEO)
Operations/HR Manager
Inclusion Services/Behavioral Services
IT Services
Maintenance Custodian
(Part-Time)
Director of Family Services
Chief Financial Officer
(CFO)
Director of Programs
Family Services Supervisor
Fiscal Manager
Resource Specialist
Eligibility Specialist
Resource Specialist
CCR&R Specialist
Fiscal and Payroll Specialist
Resource Specialist
CCR&R Specialist
Data/Contract Specialist
Resource Specialist
Receptionist
Resource Specialist
Resource Specialist
(VACANT)
(VACANT)
EARLY LEARNING COALITION OF ST. LUCIE COUNTY, INC
Bylaws
ARTICLE I
Name and Location of Organization
The name of this organization shall be the Early Learning Coalition of St. Lucie County, Inc.,
Section 1.
hereinafter sometimes referred to as the Coalition.
Section 2.
The principal office of the organization shall be located in St. Lucie County, Florida. The Coalition
may have offices within the County, as the members may determine, or as the affairs of organization may require.
G
ARTICLE II
Mission, Purpose and Intent
1delivery system of quality child development programs and services to ensure our children become competent and
productive individuals.
IS
IIN
Section 2.
The purpose of the Coalition is to provide oversight and develop a plan, which facilitates the stated
goals of chapter 1002 Parts V. and VI., F.S., which created the Voluntary Prekindergarten Education Program and
School Readiness Act, Florida Statute §411.01, making adequate provision for the education of all children residing
in St. Lucie County; recognizing the primacy of parents, as their children’s first teachers, and the importance of
children entering the educational system ready to learn; and, assisting parents by providing opportunities for the
state’s at-risk birth to kindergarten population and enhance their chances for educational success by participating in
quality early learning programs that can better prepare them for school.
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Section 3.
In carrying out the intent of chapter 1002, F.S., which created the Voluntary Prekindergarten
Education Program and School Readiness Act, Florida Statute §411.01, the Coalition shall develop a plan for
implementing the school readiness and Voluntary Prekindergarten programs to meet the requirements of the acts and
the performance standards and outcome measures established by the Office of Early Learning. The early learning
programs shall provide the elements necessary to prepare children for school, including mental and physical health
and educational services. The plan for the early learning program must include the minimum standards and
provisions set forth in the Voluntary Prekindergarten Statute chapter 1002, F.S., and School Readiness Act, Statute
chapter 1002 Parts V. and VI., F.S., Florida Statute §411.01, and in any subsequent legislative revisions.
ARTICLE III
Membership
Section 1.
The Coalition shall have 22 19 members or such other number as permitted by law and approved
by the Coalition by a majority vote.
Section 2.
Section 411.01(5)(a)3.-6 and 11. 1002.83(2)-(11), F.S. requires each Early Learning Coalition to
be composed of at least 15 members, but not more than 30 members. The Governor shall appoint the chair
and two other members of each early learning coalition, who must each meet the same qualifications as
private sector business members appointed by the coalition under 1002.83 (5). appoint the following types of
coalition members: required members, conditional members, private-sector business members and optional members
A. 13 members of the Coalition are mandated in Section 411.01(5)(a)6, F.S. in their individual capacity.
The coalition must include the following member positions. If the coalition has more than one
member representing the same entity, only one of such members may serve as a voting member.
These individuals serve continuously while they are in their respective positions. A member, who no
longer represents the constituency he or she represents, shall notify the Chair in writing and his/her
seat shall remain vacant until a new representative is identified by the organization or group they
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represent. The thirteen statutorily mandated voting members are:
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1.
In the event that a vacancy exists for the representative from the board of county
commissioners, said agency shall be notified of the vacancy and given up to 30 days in
which to select their representative to fill the new or expired term.
In the event that a vacancy exists for the representative of the private child-care providers
or faith-based care providers, the Coalition shall notify all providers in the area qualified
to fill the vacancy and shall allow up to 30 days for interested persons to submit letters
expressing interest. The Coalition may, at its discretion, request any additional relevant
information from all applicants.
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The Chair, appointed by the Governor, shall serve the term designated by the Governor.
The two private-sector business members, appointed by the Governor, shall serve the term
designated by the Governor.
Department of Children and Family Services district administrator regional administrator or his
or her permanent designee who is authorized to make decisions on behalf of the department.
A district superintendent of schools or his or her permanent designee who is authorized to make
decisions on behalf of the district.
A regional workforce board executive director, or his or her permanent designee.
A county health department director or his or her designee.
A children’s services council or juvenile welfare board chair or executive director, if applicable.
An agency head of a local licensing agency as defined in s. 402.302, where applicable
A president of a Florida College System institution community college or his or her permanent
designee.
A One member appointed by a board of county commissioners or the governing board of a
municipality.
A Head Start director.
A representative of private for-profit child care providers, including private for-profit family
day care homes.
A representative of faith-based child care providers.
A representative of programs for children with disabilities under the federal Individuals with
Disabilities Education Act.
A central agency administrator, where applicable.
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3.
The Chair and other Governor appointees must submit their written resignation to
the Governor.
B. s.411.01(5)(a)6e,f and i, F.S. requires each coalition’s membership, if applicable, to include each of the
following conditional voting members:
1.
A children’s services council or juvenile welfare board chair or executive director.
2.
Agency head of local licensing agency.
3.
Central agency administrator.
C. Office of Early Learning Program Guidance 206.05 authorizes the coalition, but does not required, to
appoint up to two optional voting members, subject to the following standards
1.
Each optional member must reside in, or must represent a legal entity located in, the
county from which the member is appointed.
2.
Except as provided in C.3. below, an optional member and the member’s relatives must
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not have a substantial financial interest in the design or delivery of the VPK Program or
the coalition’s School Readiness Program.
3.
A representative of a non-profit child care provider who may have a substantial financial
interest in the design or delivery of the VPK Program or the coalition’s School Readiness
Program. , not withstanding C.2. above
4.
A parent of a child enrolled in the Voluntary Prekindergarten Education Program or the
coalition’s school readiness program
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D. Including the Chair and two Coalition members appointed by the Governor, more than one-third of the
members must be private sector business members, must comprise more than one-third of the
Coalition’s board membership.either for-profit or nonprofit, who do not have, and none of whose
relatives as defined in s. 112.3143 has, a substantial financial interest in the design or delivery of
the Voluntary Prekindergarten Education Program or the school readiness program. To meet this
requirement, an early learning coalition must appoint additional members. A private sector
business member must reside in Florida and be an employee, manager or owner of a business entity that
operates in the Coalition’s area of responsibility. A private sector business member should not have a
substantial financial interest in the design or delivery of the Voluntary Prekindergarten Program or the
School Readiness Program The ratio of private sector members is based on the total number of seated
board members. Vacant member positions are not included in the total board membership calculation.
Upon a vacancy of a seat held by a private sector member, the Coalition will advertise the vacancy
utilizing print or electronic media available to the general public in the Coalition’s service delivery area
until the vacancy is filled. Interested persons may be required to complete an application and provide
such other information as deemed relevant.
E. The chief executive officer will notify the current members, one month before the regular Coalition
meeting of their term expiration.
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The chief executive officer will notify those members who are eligible that if they wish to be re-elected
to submit their name to the Coalition Chair one month before the regular Coalition meeting.
F. When the applications are received, the Executive Committee, along with the Chief Executive Officer,
will then review all applications and make recommendations to the Coalition.
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Section 3.
The term of the appointed member of the Coalition shall be three years. Members shall be elected
so that there are always three classes, of approximately equal size, with the term of each class ending in consecutive
years. To achieve the required consecutive three-year terms, the initial members shall be elected or otherwise
selected for initial terms of two, three and four years, each which shall be considered one term. Members elected
after the initial terms shall be elected for a term of three years.
Section 4.
Governor appointed members and representative members appointed by the Board of County
Commissioners or the Coalition may serve a maximum of two consecutive terms for the Coalition position for which
they were appointed. Governor appointed members shall serve the designated term and all other appointed members
shall serve a three year term.
A Coalition member may serve for more than two consecutive terms so long as they do not serve as a Coalition
member in the same position for more than two consecutive terms. Coalition members may be appointed to serve
additional terms for the same Coalition position they previously held after a one-year break in service.
Section 5.
Any representative or appointed member may be removed by a two-thirds (2/3) vote of a quorum
of the members whenever, in their judgment, the best interests of the organization would be served. Notice of
removal shall be given, in writing, to the member by the Secretary prior to the next Coalition meeting.
Section 6.
Unexcused absences from three (3) consecutive meetings or any absences from six (6) meetings
within a twelve-month period by a representative or appointed member is equivalent to resignation from the
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Coalition.
Section 7.
Mandated members absent from three (3) consecutive meetings or six (6) meetings within a
twelve-month period, without due cause, shall be notified by the Chair in writing that their membership is not in
good standing. A copy of the letter shall also be forwarded to the mandated member’s appointing authority,
supervisory board or other appropriate governing agency.
Section 8.
Any member may resign by giving written notice to the Chair. Such resignation shall take effect
at the time specified in the notice and the acceptance of such resignation shall not be necessary to make it effective.
Section 9.
Members shall not receive any compensation for their services on the Coalition.
ARTICLE IV
Management
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Section 1.
The powers, management and control of the Coalition and all of its affairs, shall be vested in the
members as outlined in Section 411.01 1002, F.S., and any of its legislative revisions.
Section 2.
Members of the Coalition are subject to the ethics provisions in Part III of Chapter 112 of the
Florida Statutes, more generally referred to as the Code of Ethics.
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Section 3.
Members of the Coalition shall have voting rights and privileges. The act of a simple majority of
the voting members present at a meeting, at which a quorum is present, shall be the act of the voting members.
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Section 4.
A majority of the voting membership of an early learning coalition constitutes a quorum
required to conduct the business of the coalition. An early learning coalition board may use any method of
telecommunications to conduct meetings, including establishing a quorum through telecommunications,
provided that the public is given proper notice of a telecommunications meeting and reasonable access to
observe and, when appropriate, participate. If less than a majority of the voting members are present at said
meeting, a majority of the voting members present may adjourn the meeting without further notice.
Section 5.
No member of a Coalition may appoint a designee to act in his or her place, except as provided in
Article III, Section 2.A. A member may send a representative to Coalition meetings, but that representative will
have no voting privileges.
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Section 6.
Each voting member, for the purposes of sections 112.313, 112.3135, and 112.3143(3)(a), is
considered a local public officer and must disclose, in accordance with the provisions of section 112.3143(3)(a), the
nature and extent of any conflict of interest and abstain from voting or participating when a conflict of interset
exists. Furthermore, no voting member shall participate in the selection, award and administration of a contract if a
real or apparent conflict of interest would be involved (45 C.F.R. s. 74.42). Such Coalition member shall, prior to
the vote being taken, publicly state to the assembly the nature of the member’s interest in the matter from which he
or she is abstaining from voting and, within 15 days after the vote occurs, disclose the nature of his or her interest as
a public record in a memorandum filed with the person responsible for recording the minutes of the meeting, who
shall incorporate the memorandum in the minutes.
Section 7.
Regular meetings shall be held at a time and place to be decided by the members. The Coalition
will meet monthly unless decided otherwise by a vote of the voting members.
Section 8.
The annual meeting of the Coalition shall be held each year in the first quarter of the fiscal year.
Section 9.
Special meetings of the voting members may be called by or at the request of the Chair or any
seven voting members. The person or persons authorized to call special meetings may fix any place within St. Lucie
County as the place for holding any special meetings called by them.
Section 10.
Coalition.
The agenda and order of business at all Coalition meetings shall be determined by the Chair of the
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Section 11.
Minutes of all Coalition meetings shall be kept. These minutes shall be provided to members at
least five (5) days prior to the next scheduled meeting.
Section 12.
Notice of all Coalition meetings shall be made in accordance with the requirements of Florida law.
Section 13.
The Coalition shall have the authority to employ a chief executive officer or to contract for such
services as determined necessary to carry out the mission of the Coalition. For the purposes of these Bylaws,
reference to a chief executive officer shall refer to a person employed by the Coalition or selected by a contractor
and approved by the Coalition to serve as chief executive officer.
Section 14.
The chief executive officer shall have the authority to employ, supervise, discipline, and terminate
persons hired for positions approved by the Coalition and funded as part of the Coalition’s annual budget. The
position of chief executive officer shall be entitled as from time to time determined by the Coalition and for the
purposes of these bylaws, shall be referred to as “Chief Executive Officer.”
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Section 15.
The Coalition will conduct an annual evaluation of the Chief Executive Officer by a process
decided by the Board.
Section 17.
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Section 16.
Robert’s Rules of Order, Newly Revised, shall govern the Coalition in all cases to which they are
applicable and in which they are not inconsistent with these bylaws and any special rules of order the Coalition may
adopt.
For the purposes of tort liability, each member shall be governed by s. 768.28.
ARTICLE V
Officers
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Section 1.
The officers of the Coalition shall be a Chair, Vice-Chair, Secretary, Treasurer and such other
officers as may be deemed necessary.
Section 2.
The Chair shall preside at all meetings of the Coalition and perform the duties which are usually
executed by a chief policy official. The Chair shall appoint, with the approval of the Coalition, chairpersons of all
committees and perform such other duties, as required by the Coalition.
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Section 3.
The Vice-Chair shall perform the duties of the Chair when the Chair is absent and
have such other responsibilities, as may be designated by the Chair.
Section 4.
The Secretary shall ensure that notice required by these bylaws is given and records are kept of all
proceedings of the Coalition. The Secretary may perform any other duties incident to the Office of Secretary or
assigned by the Chair of the Coalition.
Section 5.
The Treasurer shall keep an account of monies received and expended for the use of the Coalition
and should make a report at the annual meeting or when called upon by the Chair.
Section 6.
The officers of the Coalition may execute documentation on behalf of the Coalition consistent
with policies of the Coalition.
Section 7.
The Governor shall appoint the Chair.
Section 8.
The Nominating Committee will present a slate of officers for Vice-Chair, Secretary, Treasurer
and Member-At-Large at the May meeting, at which time the Chair will entertain additional nominations from the
floor for each office. Election of Officers will be held at the June meeting. The candidate who receives the majority
of the ballots passed shall be deemed duly elected. In the event a runoff is necessary, such runoff election shall be
held immediately.
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Section 9.
Each officer shall take office at the beginning of the new fiscal year and shall serve for a term of
two years or until a successor is duly qualified and elected. The Chair will serve the term designated through the
gubernatorial appointment.
Section 10.
If an office is vacated prior to the completion of a two-year term, a member in good standing may
be appointed by the Chair and approved by the members to fill the vacancy until the term ends.
ARTICLE VI
Executive Committee
Section 2.
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Section 1.
The officers of the Coalition shall serve as members of the Executive Committee. At the
discretion of the Chair, the Executive Committee may also include the Immediate Past Chair of the Coalition and
two (2) additional Coalition members. These additional members must be approved by a majority vote at a
Coalition meeting. The membership of the Executive Committee shall be comprised of an odd number of voting
members. The Chief Executive Officer of the Coalition shall serve as an ex-officio, non-voting member of the
Executive Committee.
The Chair of the Coalition shall serve as Chair of the Executive Committee.
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Section 3.
The Executive Committee shall have no authority except to advise and make recommendations to
the Chief Executive Officer of the Coalition and as warranted, the members of the Coalition, regarding matters
pertinent to the Coalition. In case of an emergency, as deemed by the Chief Executive Officer and/or Chair of the
Coalition, the Executive Committee may act on behalf of the Coalition as allowed by law. The decisions made at
any emergency meeting must then be presented to the full Coalition Board at the next regularly scheduled meeting.
At that time the Board may take whatever action as deemed necessary.
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Section 4.
Fifty-one percent (51%) of the voting members shall constitute a quorum for the transaction of
business at any meeting of the Executive Committee. If less than fifty-one percent (51%) of the voting members are
present at said meeting, a majority of the members present may adjourn the meeting without further notice.
ARTICLE VII
Committees
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Section 1.
Standing and/or special committees may be established by the Coalition as they deem necessary.
The Coalition Chairman shall have the authority to appoint members.
Section 2.
The Chair of each committee shall be a voting member of the Coalition and shall be appointed by
the Chair of the Coalition and approved by the voting membership to serve for one year. Committee chairs may
serve more than one term.
Section 3.
Each committee shall consist of the committee chair and at least two (2) additional voting
members of the Coalition. Representatives from the community are encouraged to serve as members of committees,
as needed, to carry on the work of the committee. Membership of each committee shall be, as time to time,
determined by the Coalition.
Section 4.
Each committee shall meet, as necessary, at meeting times designated by the committee Chair.
Section 5.
A quorum at a committee meeting shall be established with the presence of fifty-one percent (51%) of
the Coalition voting members serving on the committee. All Coalition and community representatives serving on a
committee shall come to consensus regarding agenda items upon establishment of a quorum.
Section 6.
A written report of committee recommendations shall be provided to the Coalition members
before the next regularly scheduled meeting if official action is required by the Coalition.
Section 7.
Notice of all committee meetings shall be made in accordance with the requirements of Florida
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law.
ARTICLE VIII
Books and Records
Section 1.
Correct and complete books and records of the proceedings of the Coalition and its committees are
the responsibility of the elected Secretary. Records of the Coalition’s financial accounts are the responsibility of the
Treasurer. All records will be kept and maintained at the principal office of the Coalition and will be subject to the
inspection of any member of the Coalition or the public at any reasonable time. The organization shall keep a
current and accurate record of the names and addresses of the Coalition members.
ARTICLE IX
Financial Management
Section 1.
The fiscal year of the organization shall begin on July 1st and end on June 30th.
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Section 2.
The Coalition shall approve a budget and fiscal plan for the upcoming fiscal
year prior to the end of the current fiscal year. The Coalition shall use sound fiscal management
procedures in accounting for all Coalition funds. The Coalition shall review financial reports
monthly.
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Section 3.
An audit of the books and records of the organization shall be conducted annually. The Audit
Report shall be presented to the members within thirty (30) days of its completion.
Section 4.
The Coalition shall have the authority to employ a fiscal agent or contract for such services as
determined necessary to carry out the mission of the Coalition. For the purposes of these Bylaws references to a
fiscal agent shall refer to a person employed by the Coalition or agency selected by the Coalition to serve as fiscal
agent.
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Section 5.
The Coalition may authorize the chief executive officer or fiscal agent to enter into any contract or
execute and deliver any instrument in the name of and on behalf of the Coalition and such authority may be general
or confined to specific instances.
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Section 6.
All checks, drafts or other orders for the payment of money, notes or other evidences of
indebtedness issued in the name of the Coalition shall be signed by such officer(s) and/or agent(s) of the Coalition as
determined by resolution of the members. All checks or drafts over $1,000 shall require the signature of at least two
designated persons.
Section 7.
All funds of the corporation shall be deposited in a timely manner to the credit of the Coalition in
such depositories as the members may select and as authorized by statute.
ARTICLE X
Effective Date, Amendment and Repeal
Section 1.
These Bylaws shall become effective immediately upon adoption. The Coalition’s interpretation
of the Bylaws shall be considered the correct interpretation when reached by majority vote.
Section 2.
These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by a
majority of the members present at any regular meeting or at any meeting of the members, if at least thirty (30) days
written notice is given of an intention to alter, amend, or repeal these Bylaws at such meeting.
Section 3.
These Bylaws are a part of the Coalition’s plan and any amendments to them constitute an
amendment to the plan.
Adopted: November 10, 1999
Amended: March 8, 2000
Amended: March 6, 2001
Amended: January 3, 2007
Amended: September 5, 2007
Amended: April 2, 2008
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Amended: October 29, 2008
Amended: June 3, 2009
Amended: November 4, 2009
Amended: _______________
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Amended: February 2, 2005
Amended :December 7, 2005
Amended: August 2, 2006
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Early Learning Coalition Of St. Lucie County, Inc.
Policy Number: ELCSLC-FI-02
Date of Approval: May 7, 2003
Revised Date: May 4, 2011
Revised Date: August 6, 2014
Revised Date: June 3, 2015
Title: Procurement
GENERAL GUIDELINES
A)
All bidders must be afforded equal opportunities to quote and are to compete on equal terms.
B)
The Coalition will buy only from suppliers who have adequate financial strength, high ethical
standards, and a record for adherence to specifications, maintaining shipping promises, and giving
a full measure of service. New sources of supply will be given due consideration as multiple
sources of supply are necessary to ensure availability of materials and adequate price
competition.
C)
Contracts entered into by the Coalition should always include a time frame for each deliverable
and for completion, a payment schedule, and sufficient terms and conditions to adequately define
the scope of work and expectations of the parties.
D)
The Coalition’s members and employees shall fully comply with Chapter 112, Florida Statutes,
“Code of Ethics for Public Officers and Employees.” The Coalition’s members and employees
shall not accept gifts from suppliers or potential suppliers at any time.
PURCHASING LIMITS AND AUTHORIZATIONS
All completed purchase orders must be signed by the preparer, reviewed by the Chief Financial Officer for
funding availability and approved by the Chief Executive Officer. The following table displays purchasing
thresholds and required solicitations to comply with federal procurement requirements and the procurement
requirements of sections 215.971, 287.057 and 287.058, Florida Statutes: required approvals are for internal
control purposes and not federal or Florida Statute procurement requirements.
(a)
(b)
(c)
(d)
(e)
Category One: $20,000
Category Two: $35,000
Category Three: $65,000
Category Four: $195,000
Category Five: $325,000
There are three (3) methods of procurements: (1) competitive, (2) small purchases (also known as informal
competitive purchases or a quote), and (3) non-competitive.
All contracts above the threshold amount for Category Two must be procured using competitive procurement
except as exempted by state procurement law section 287.057(3)(f), Florida Statutes.
The procurement of goods and services shall be obtained according to the following guidelines based on the
total value of the goods and services:
ELCSLC PURCHASING AUTHORIZATIONS
1. $2,500 or less: The Chief Executive Officer (CEO) may approve the purchase goods or services
costing $2,500 or less by any means that is expedient and based on reasonable business practices,
2. $2,501 to $20,000: The Coalition Chair will give approval to the Chief Executive Officer to purchase
goods or services costing more than $2,501 but equal to or less than $20,000 on the basis of a
minimum of three (3) quotations, (at least one quote from a certified minority vendor, if available). If no
certified minority vendor quote is included, documentation must be provided explaining why. The
quotations may be solicited orally or in writing, but a record of the oral quotes shall be kept. The
quotes shall indicate how long the quote is valid and identify any conditions of the quote.
3. $20,001 to $35,000: The Coalition Board will give approval to the CEO to purchase goods or services
costing more than $20,001 but equal to or less than $35,000 on the basis of a minimum of three (3)
written quotations, (at least one quote from a certified minority vendor, if available). If no certified
minority vendor quote is included, documentation must be provided explaining why.
4. $35,001 and above: The Coalition Board will give approval to the CEO to purchase goods or services
costing more than $35,000 on the basis of advertised requests for Invitation to Bid, Request For
Proposal ( RFP) or Invitation to Negotiate as stated in procurement rules FS 287.057. Reference
website: http://www.leg.state.fl.us/statutes/index. Notices soliciting sealed bids or RFP’s shall indicate
the title of the solicitation, the deadline for submittal, and the date, time and location of the public
opening of all bids or proposals submitted in response to the solicitation.
The CEO is authorized to enter into any contract on behalf of ELCSLC following the ELCSLC Purchasing
Authorizations.
Disbursements of $2,500 or less allows any one authorized signatory to approve the expenditure. Monthly
recurring expenses regardless of dollar amount, e.g., rent, provider payments, requires one authorized
signatory to approve the expenditure. Disbursements greater than $2,500, or non-recurring items requires two
authorized signatories to approve the expenditure.
PROCUREMENT UNDER STATE AND FEDERAL AWARDS
The Coalition procures commodities and services in accordance with the provisions of applicable OMB 200,
Uniform Administration Requirements, Cost Principles, & Audit Requirements for Federal Awards and sections
215.971, 287.057, and 287.058, Florida Statutes. Full and open competition affords all potential vendors an
equal opportunity to be selected to provide products or perform services for the Coalition. An open competitive
process instills public trust and confidence in the methods used by the Coalition in selecting its vendors. As a
result, competition is the preferred method of procurement. Full and open competitions results when all
responsible sources are permitted to submit sealed bids or competitive proposals. A procurement contract
entered into without full and open competition is noncompetitive. Such circumstances are single source and
unusual and compelling circumstances.
For agreements funded with federal or state funds, ELCSLC shall designate an employee to function as the
grant manager. The CFO, or his/her designee, shall function as the Grant Manager and is responsible for
enforcing performance of the agreement’s terms and conditions.
Procurement files will contain documentation of proposals, quotes, purchase orders and payment information.
ELCSLC will follow ELCSLC-FI-17, Retention & Destruction Policy regarding the length of time procurement
files will be kept.
RELATED PARTY PROCUREMENT TRANSACTIONS
All entities expending state-appropriated funds, including Coalitions, are prohibited from entering into contracts
in excess of $25,000 without prior approval from the Office of Early Learning (OEL) when the contract is with
coalition employees, coalition governing board members or relatives of either group.
 Such contracts (in excess of $25,000) are required to be presented to the coalition governing body for
a vote.
 Coalitions are allowed to enter into contracts below $25,000 without prior approval from OEL when the
contract is with coalition employees, coalition governing board members or relatives of either group.
These contracts are required to be presented to the coalition governing body for a vote.
o A valid vote of approval requires a two-thirds vote by the governing board with an established
quorum.
o The impacted individual must complete the necessary conflict of interest disclosure forms.
o Any governing board member(s) benefiting from or whose relative may benefit from the
contract(s) must disclose in advance the conflict of interest and must abstain from the vote
process.
Such contracts below $25,000 are required to be reported to OEL within 30 days after approval by the coalition
governing board is obtained.
EXCEPTIONS TO THE GENERAL PROCUREMENT RULES AND METHODS
A)
If the CEO determines than an immediate danger to public health, safety or welfare exists or the
Coalition is subject to immediate substantial loss or otherwise determines that emergency action is
required, then the Coalition may proceed with procuring necessary goods or services to the extent
necessary to address the emergency situation without soliciting quotes, sealed bids or RFP’s as
would be dictated by the dollar amount of the goods or services. Sufficient information and
documentation in support of the emergency action shall be provided to the Coalition members at
the next Coalition meeting.
B)
If the goods or services are only available from a single source, then the requirements for quotes,
bids or RFP’s may be waived. Single source justification should explain why the product or
service is available from only one source and should include the elements detailed on the
procurement internal procedure. Single Source purchases will follow the same purchasing
authorizations as standard purchases. Sufficient information and documentation in support of the
sole source determination shall be provided to the Coalition members at the next Coalition
meeting.
C)
The Coalition may purchase goods or services without soliciting quotes, bids, or RFP’s by utilizing
contracts procured by other governmental agencies.
D)
The Coalition may purchase goods or services without soliciting quotes, bids, or RFP’s by
contracting directly with other governmental agencies.
E)
If the Coalition purchases goods or services utilizing grant funds and the grant agreement includes
purchasing guidelines, procedures or requirements, then such guidelines, procedures or
requirements shall supersede these policies and shall be followed.
F)
Contracting for professional services shall be done in accordance with Federal or State law.
PROHIBITED TRANSACTIONS
The Coalition is prohibited from transacting business with anyone convicted of a public entity crime (see
Section 287.133, Florida Statutes) or who has been debarred or excluded from entering into federal contracts
or from receiving federal funds. A Public Entity Crime clause must be included in all contracts.
All new federal funds (new awards and new monies, such as continuation awards, supplements, etc.,)
received for existing federal awards with a start date on or after December 26, 2014, are subject to 2 CFR Part
200 (OMB Circular A-81, commonly referred to as Uniform Grant Guidance or 2 CFR Part 200.)
To assist with policy transitioning tasks, OMB has granted an extension to July 1, 2016 for implementation of
A-81’s Procurement requirements. Therefore, between now and June 30, 2016, the Early Learning Coalition of
St. Lucie County’s current policy will remain in effect and will continue to comply with the requirements of OMB
Circular A-110.
Policy Number ELCSLC-AD-08
Date of Approval: 9/5/07
Revised Date: April 4, 2012
Document Record Retention & Destruction Policy
The purpose of this document destruction and retention policy is for the Early Learning
Coalition of St. Lucie County to enhance compliance with the Sarbanes-Oxley Act and
to promote the proper handling of ELCSLC’s documents and records under Florida’s
public records laws.
The Document Retention and Destruction Policy identifies the record retention
responsibilities of staff, volunteers, members of the board of directors, and outsiders for
maintaining and documenting the storage and destruction of the organization’s
documents and records.
The retention of terminated employees’ records varies based upon the document(s) and
the nature of the file to which the document is designated.
The Coalition has established the following retention periods for both electronic and
paper-based records:

The Personnel File which includes, but is not limited to: employment
applications, résumés, personnel action reports, correspondence, oaths of
loyalty, fingerprints, job-related medical examination reports, performance
evaluation reports, workers’ compensation reports, I-9 forms (Department of
Homeland Security, U.S. Citizenship and Immigration Services, Employment
Eligibility Verification form), benefits records, work schedules/assignments,
training records, emergency contact information, and other related materials.
Retention period is 50 years.

Salary Schedules: 10 fiscal years, but must preserve records determined to
have long-term historical value.

Job history, timekeeping records, disciplinary case files, background and drug
testing results: 7 years after termination (for records not maintained in personnel
file)

Medical/benefits: 6 years after plan year (if not part of personnel file).

Hiring Records for persons not hired: 4 anniversary years after personnel action
provided any litigation is resolved.
All personnel records and confidential employee data must be destroyed by shredding
after retention dates have passed. Application materials submitted by applicants for
employment who were never employed are shredded after the 4-year retention period,
and after any litigation is resolved.
If the ELCSLC is involved in an employment-related dispute with a terminated employee
(or an applicant who was not hired) and it has not yet been resolved, documents
relating to that employee must be retained.
All SR and VPK Sign In/Sign Out records and payment records will be kept for a period
of five years.
Documents will be reviewed annually and those records that have passed the required
retention period will be destroyed. Periodic destruction and/or archiving or any
documents must be approved and monitored by the Chief Financial Officer (CFO).
ELCSLC will follow the current General Records Schedule GSI-SL ( a summary is
attached), which is referenced in ELCSLC SR Grant Agreement with the Office of Early
Learning, as a guideline for document retention. Any contracts or agreements that have
stricter requirements will be followed.
GS1-SL
Record Series Title
Annual Reports: Governing Body
Retention
General Records Description
Permanent. State agencies should contact the State
Archives of Florida for archival review after 5 years.
Other agencies should ensure appropriate preservation
of records.
Attendance and Leave Records
3 fiscal years.
Audits: Auditor General
10 fiscal years. State agencies must contact the State
Archives of Florida for archival review before disposition
of records. Other agencies should ensure appropriate
preservation of records determined to have long-term
historical value.
Audits: Independent
Audits: Internal
Audits: State/Federal
10 fiscal years.
5 fiscal years.
historical value.
Audits: Supporting Documents
Automated Accounting System Reports
3 fiscal years.
3 fiscal years.
Bank Statements: Reconciliation
5 fiscal years.
Bid Records: Non-Capital Improvement
5 fiscal years after awarded.
Budget Records: Approved Annual Budget Permanent. State agencies should contact the State
of records.
Budget Records: Supporting Documents
3 fiscal years.
Charters/Amendments/Bylaws/
Constitutions
Client Case Files: Human/Social Services
Permanent.
Contracts/Leases/Agreements: NonCapital Improvement
Correspondence and Memoranda:
Administrative
5 fiscal years after completion or termination of
contract/lease/agreement.
historical value.
Disaster Preparedness Plans
5 fiscal years after superseded or becoming obsolete.
State agencies must contact the State Archives of Florida
for archival review before disposition of records. Other
agencies should ensure appropriate preservation of
records determined to have long-term historical value.
Disbursement Records: Detail
5 fiscal years.
Disbursement Records: Summary
10 fiscal years.
5 fiscal years.
This record series consists of requests or applications for vacation, sick, family
medical leave act (FMLA), and other types of leave including leaves of absences;
time sheets or time cards along with any required documentation (medical statements
or excuses from a physician, jury duty summons, or military orders, etc.) submitted by
an employee to document authorized absences; reports of leave hours used and
accrued during a pay period; and reports of leave balances for all agency employees.
NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records
are used at least in part to determine or verify pay or benefits.
GS1-SL
Record Series Title
Disciplinary Case Files: Employees
Retention
5 anniversary years after final action.
Donation Records
Electronic Funds Transfer Records
Permanent.
5 fiscal years after termination of service
agreement/authorization.
Employment Application and Selection
Records
4 anniversary years after personnel action provided any
litigation is resolved.
Employment Applications: Unsolicited
Retain until obsolete, superseded, or administrative value
is lost.
4 years from the tax due date (April 15) of the year to
which the record applies, or for W-4s, four years from the
last tax due date of the year in which the employee
separated from employment or submitted a newer W-4.
Federal Income/Employment Tax
Forms/Reports
Financial Account Authorization Records
Financial History Summary Records
Financial Reports: Annual (Local
Government)
5 fiscal years after authorization superseded, expired, or
cancelled.
Permanent.
10 fiscal years. Agencies should ensure appropriate
preservation of records determined to have longterm historical value.
Grant Files: Recipient
Grievance Files
Injury Records
5 fiscal years after completion of project.
3 fiscal years after settlement.
5 calendar years.
Insurance Records: Agency
5 fiscal years after final disposition of claim or expiration
of policy.
3 fiscal years.
5 anniversary years after case closed or appeal process
expired.
Inventory: Agency Property
Litigation Case Files
This record series documents the investigation of allegations of employee misconduct
and/or violation of department regulations or orders, state or federal statutes, or local
ordinances. The series may include, but is not limited to, statements by the
employee, witnesses, and the person filing the complaint. Cases include both formal
and informal disciplinary proceedings relating to allegations that were determined as
sustained, not sustained, unfounded, or exonerated. "Formal discipline" is defined as
disciplinary action involving demotion, removal from office, suspension, or other
similar action. “Informal discipline” is defined as any disciplinary action involving
written and verbal reprimands, memoranda, or other similar action. These records
are filed separately from the employee personnel file, but the final action
summary becomes part of the personnel file. See also “EMPLOYEE CONDUCT
COUNSELING RECORDS,” “PERSONNEL RECORDS” items, and “STAFF
ADMINISTRATION RECORDS.”
This record series consists of all records which document the selection process and
justify the selection decision, including but not limited to, the job opportunity
announcement and any other recruitment efforts; position description, including the
knowledge, skills, and abilities (KSAs) necessary to perform the job; applications and
résumés for employment, including any demographic data provided by applicants;
correspondence; credential documentation; testing/examination plans,
documentation, and results; background investigation/screening documentation; preemployment health examination records; reference checks; lists of eligible
candidates; lists of applicants’ ratings or rankings; description of the selection
process and selection techniques used; names and titles of all persons participating
in the selection process; and other information that affects the selection decisions.
Documentation (original or copies) regarding hired candidates should be
transferred to the employee’s official personnel file. See Sections 110.211 and
110.213, Florida Statutes, governing recruitment and selection in state employment;
Section 760.11, Florida Statutes, Administrative and civil remedies; construction
(outlining discrimination grievance procedures, including for employment
discrimination allegations); and Rule 60L-29 through 60L-39, Florida Administrative
Code, Personnel Rules. See also “PERSONNEL RECORDS” items and “POSITION
DESCRIPTION RECORDS.”
GS1-SL
Record Series Title
Local Government Mileage Reports
Retention
5 fiscal years.
Minutes: Official Meetings
Permanent. State agencies should contact the State
of records.
Minutes: Official Meetings (Supporting
Documents)
Organization Charts
2 anniversary years after adoption of the official minutes
or certification of transcript.
Retain until obsolete, superseded, or administrative value
is lost. State agencies must contact the State Archives
of Florida for archival review before disposition of
records. Other agencies should ensure appropriate
historical value.
Payroll Records: Court-Ordered
5 fiscal years after file becomes inactive.
Garnishment
Payroll Records: Deduction Authorizations 5 fiscal years after final action.
Payroll Records: Ledgers/Trial Balance
Reports
5 fiscal years.
Payroll Records: Posted
Payroll Records: Supporting
Documentation
Pension Records: Plan/Fund
5 fiscal years.
5 fiscal years.
Petty Cash Documentation Records
Position Description Records
Postage/Shipping Records
5 fiscal years.
2 anniversary years after superseded.
3 fiscal years.
Purchasing Records
Security Screening Records
5 fiscal years.
2 anniversary years after receiving results of screening or This record series consists of records documenting security screenings/background
termination of individual’s access and any litigation is
checks conducted on individuals who are not employees or candidates for
resolved, whichever is later.
employmen t (for instance, vendors or couriers at ports, contractors who need site
access, etc.). Records may include, but are not limited to, requests for and results of
background and driver’s license checks, fingerprints, copies of driver’s licenses, and
any other supporting documentation. NOTE: Public schools must use General
Records Schedule GS-7, Item #142, Security Screening Records, which applies to
employees and non-employees and requires a longer retention in accordance with
Florida Statutes .
Travel Records
Unemployment
Compensation/Reemployment Assistance
Tax Records
5 fiscal years.
5 fiscal years.
Vendor Files
Whistle Blower Investigative Records
3 fiscal years.
5 anniversary years after case closed or conclusion of
any litigation that may ensue. State agencies must
contact the State Archives of Florida for archival
review before disposition of records. Other agencies
should ensure appropriate preservation of records
determined to have long-term historical value.
Workers' Compensation Records
5 calendar years.
5 fiscal years.
Procedure Number: ELCSLC-IT-01
Effective Date: June 8, 2007
Revised Date: October 2, 2013
Title: Computer Use/Data Security Policy
Objective: The purpose of this policy is to delineate acceptable uses of computers, email and
the Internet/Intranet by employees and other authorized users of the Early Learning Coalition of
St. Lucie County (ELCSLC) network services. This policy supersedes all past policies related to
topics defined below.
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Scope: This is a list of general and specific computer use policies and security rules that apply
to all users of ELCSLC computers or networks. Site supervisors/managers are responsible for
implementing these policies and procedures to ensure that users fulfill their responsibilities.
ELCSLC will maintain the signature page on file for every user.
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Computer Usage
Computers, software, and communications systems are provided by and property of ELCSLC
and are intended for work-related activities. Users are advised that all data files located on
computers are public record.
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Sensitive Processing and Data Protection
Confidential (or sensitive) information is that information which is confidential by law, including
information which requires protection from unauthorized access by virtue of its legal exemption
from the Public Records Act, Section 119, Florida Statutes. Information about persons who
receive services may not be disclosed publicly in such a manner as to identify such person,
unless the person or their legal guardian provides written consent.
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Data Retention
When a user account is deleted, all permanent files (located on personal computer hard drives
and located on file servers) are to be reviewed by the employee’s manager and CFO. Data that is
subject to the guidelines of Chapter 1B-26, F.A.C., 119, F.S., 257, F.S., shall be retained as
public record and all other data may be deleted.
Usernames and Passwords
A user identifier known as a username and password are required of all users. Passwords must be
at least six (6) characters long and should have at least two alphabetic and at least one numeric or
special character. Passwords must be confidential. The password must be changed as soon as
possible after an unacceptable exposure or suspected compromise. Impersonating another user
or other person to gain access to network systems is unauthorized. The sharing of a user id and
password is prohibited. Violations will be subject to disciplinary actions. Passwords are
programmed to change automatically on a scheduled basis.
Altering Authorized Access
Users are prohibited from changing or circumventing access controls to allow themselves or
others to perform actions outside their authorized privileges.
ELCSLC will maintain a list of employees and privileges for files located in the Shared
Drive. This List will be verified by the IT Contractor and changes made accordingly.
Data Modification or Destruction
Users are prohibited from taking unauthorized actions to intentionally modify or delete
information or programs.
Software Use
All software used on ELCSLC computers must be appropriately acquired and used according to
the appropriate licensing. Possession or use of illegally copied software is prohibited. Likewise,
users shall not copy copyrighted software, except as permitted by the owner of the copyright or
licensing agreement. To prevent network problems which may be caused by certain types of
software, the user will not install any software including but not limited to the following;
Screensavers
Games
Utilities
Applications-i.e., Instant messengers, Online weather, Music players, Browser
toolbars, Email animations, etc.
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a)
b)
c)
d)
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Note: If any software deemed by the user as necessary to perform daily job duties outside the
scope of the ELCSLC installed software standard, a written request must be submitted, via email,
to CFO by the appropriate manager. The CFO will then research and evaluate software, and if
necessary, request the purchase of software and appropriate licenses. Authorization for
purchases will be reviewed and approved/declined by the Chief Executive Officer based upon
recommendation from the CFO.
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Internet Usage
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Malicious Software
Users must not introduce or use malicious software such as computer viruses, Trojan horses, or
worms.
Purpose: Internet is to be used for official business and access is provided as a business tool for
reasons that are necessary for the accomplishment of an employee's job assignments. Personal
use of the internet is prohibited unless given prior permission from your immediate supervisor.
Everyone using Internet services should be considerate of the needs of others, and be certain that
nothing is done to impede anyone else's ability to use this service.
Procedures:



Files downloaded from the Internet must be thoroughly scanned by anti-viral software
maintained by the IT Consultant. This anti-viral software is not to be disabled by the user.
In accordance with departmental policy, executable files/software can only be
downloaded by individuals whose job descriptions include the testing of software.
Accessing, sending, storing, or displaying sensitive materials including, but not limited
to, gambling or other illegal activities, sexually explicit materials, or materials that
include profane, obscene, or discriminatory content is prohibited.

Data and files on the Internet must be considered copyrighted material and may not be
distributed or published in any form without the written permission of the originator.
Prohibited use of the Internet includes:
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Use for private or personal business.
Use based on for-profit activities (sales, consulting for pay, and so on).
Use involving illegal schemes or activities.
To browse, create, display, transmit or make accessible threatening, racist, sexist,
obscene, offensive, annoying or harassing language and/or material.
Sites containing pornographic material.
Sites containing ethnic or racially offensive material.
Sites depicting hate or hate crimes.
Sites containing images of torture, death or disfigurement.
Sites that are beyond what is generally considered morally acceptable and within the
boundaries of good taste.
Use of Chat rooms.
Use of Instant Messenger (IM) services.
Any use which adversely impacts the network communications of ELCSLC by overloading the network. Examples are playing streaming audio (music) via on-line radio
stations, viewing streaming video (live news casts).
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Note: Other categories may be added at the discretion of the Early Learning Coalition of St.
Lucie County.
ELCSLC Email Usage
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Purpose: Email is to be used for official business, which includes communications with other
departments, state departments, governmental entities and private sector entities.
Prohibited use of email includes:






Solicitations, including, but not limited to such things as advertising the sale of property
or other commercial activities.
Sending copies of documents in violation of copyright laws or licensing agreements.
Sending messages prohibited or restricted by government security laws or regulations or
any other communication that may adversely affect the Early Learning Coalition’s ability
to carry out its mission.
Sending messages which may reflect unfavorably on ELCSLC, or which may be
perceived as representing the Early Learning Coalition’s official position on any matter
when authority to disseminate such information has not been expressly granted are also
prohibited.
Sending confidential information or data to persons not authorized to receive it, either
within or outside ELCSLC.
Sending content that may constitute sexual harassment or be considered discriminatory,
obscene, derogatory or excessively personal, whether intended to be serious or humorous.


Sending communications reflecting or containing chain letters; illegal activity;
harassment; sensitive information including but not limited to gambling, or materials that
include profane, obscene, or inappropriate language, or racial, ethnic or other
discriminatory content
Sending material promoting political positions or actions.
ELCSLC reserves the right to routinely monitor the contents of email messages. Users should
expect that electronic mail messages may be accessed when duly authorized by the Chief
Executive Officer without the permission of the employee.
Any requests for access to the contents of email in order to respond to legal process, such as
subpoenas and public records law requests, or for purposes involving litigation, investigation or
claim must be immediately brought to the attention of the Chief Executive Officer.
Disciplinary Actions to be taken for Violations
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Individual users are advised that all emails transmitted or received are public record and are
archived for retention as required by Florida State laws.
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If inappropriate usage of the Early Learning Coalition’s network, email or the Internet is
suspected, Chief Executive Officer reserves the right to audit and/or monitor any user’s activity.
Failure to comply with aforementioned rules may result in disciplinary actions as delineated in
the Human Resources Manual.
Note: Policies and Procedures are subject to change at any time without prior notification.
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I hereby acknowledge that I am permitted by the Early Learning Coalition of St. Lucie County
(hereafter, ELCSLC) to use only software authorized and installed by the IT Consultant that is
listed below. Also, I acknowledge that I have read the terms outlined in the “Computer Use/Data
Security Policy” form and understand that any use which I make of the Standard Software listed
below will be made solely under such terms and conditions. I further agree that I will not install
any other software on my workstation or on any other workstation connected to the ELCSLC
network.
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Early Learning Coalition of St. Lucie County Authorized Software Description
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1. Any software installed and evaluated by the ELCSLC IT Consultant
2. Operating System: Includes Windows Operating Systems installed and/or approved by
the Coalition IT Consultant
3. Microsoft Office Suite: Includes Office 2003 and 2007-Word, Excel, PowerPoint,
Outlook, Access (optional), Publisher (optional),
4. Internet Explorer 7.0
5. Symantec: Norton Anti-Virus Enterprise Edition, Version 12.5d
6. Adobe: Adobe Flash Player and Acrobat Reader, Version 8.0 & 9.0
7. Logmein: Remote desktop access
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SOFTWARE CODE OF ETHICS
Unauthorized duplication of copyrighted computer software violates the law and is contrary to
our organization’s standards of conduct. We disapprove of such copying and recognize the
following principles as a basis for preventing its occurrences:

We will neither engage in nor tolerate the making or using of unauthorized software
copies under any circumstances.

We will provide legally acquired software to meet the legitimate software needs in a
timely fashion and in sufficient quantities for all our computers.

We will comply with all license or purchase terms regulating the use of any software
we acquire or use.

We will enforce strong internal controls to prevent the making or using of
unauthorized software copies, including effective measures to verify compliance with
these standards and appropriate disciplinary measures for violation of these standards.
Signature: ____________________________________________________________________
Print Name: __________________________________________________________________
Date: ___________________
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Position: _______________________________________
Last Approval Date: September 19, 2003
Revised Date: September 19, 2012
Revised Date September 17, 2014
Title: Cash Disbursement
Objective: Cash disbursements shall be expended for School Readiness and Voluntary Prekindergarten
programs and services prescribed in the Coalition’s approved Local Plan.
Responsible Party
Executive Assistant
Action
1a. Receives mail daily. Opens, sorts and stamps mail with received date.
1b. Mail is distributed to the appropriate party. Invoices are given to the
Chief Financial Officer (CFO).
Coalition Employee
2a. Completes check request form for expense reimbursement. Supports
request with original receipts or approved Coalition forms. All expenses must
be approved by department manager prior to submission for payment.
Lead Fiscal Specialist
3a. Reviews payment transmittal detail from database management system.
3b Assigns general ledger account numbers to the provider invoice.
Enters invoices into accounting system. Prints list of payments due for
childcare services. Compares to database management system’s transmittal to
ensure all provider payments have been entered.
3c. Submits list of provider payments and supporting documentation
to CFO for review and approval.
3d. Receives approved payment detail from CFO.
3e. Enters monthly provider payment into ACH Online system for authorized
providers. Prints ACH electronic payment report for approval by CFO & CEO.
4a. Receives invoices and check requests from CFO and assigns general
ledger account number, signs and dates.
4b. Enters invoices in accounting system.
CFO
5a. Reviews invoices, check requests and provider trial reimbursement
reports for accuracy, completeness, and appropriate use of funds. Any
request deficient for payment is returned or investigated for error.
5b. Ensures accurate account distribution (GL Coding) for invoices and
check requests being processed.
5c. All new vendors and providers are entered (set up) in the accounting
System by the CFO and information approved by the CEO.
6a. Runs Accounts Payable (A/P) aging report from accounting system
detailing all open invoices to date, identifies invoices to be paid and
1
attaches the supporting documentation.
6c. Gives report with supporting documentation to Chief Financial Officer (CFO)
for review and approval. CFO forwards to CEO for final review and approval.
6d. Receives approved invoices and check requests. Prepares checks.
Checks are matched with supporting documentation and given
to CEO for signature.
6e. Retains check voucher and attaches to invoice. Documentation is filed
according to vendor. Checks are matched with necessary attachments
and mailed.
CFO
7a. Receives approved ACH electronic payment report. Transmits
file to the bank for processing. Retains approved report and
supporting final provider reimbursement reports for records.
7b. Ensures that blank checks are not run by the coalition Accounting
Software program or manual check processing.
7c. Ensures that no checks are made out to “CASH”.
CEO/COO
8a. Reviews invoices, check requests, and provider reimbursement
reports for accuracy, completeness and appropriate use of Coalition
funds. Any request deficient for payment is returned to CFO.
8b. Receives checks and supporting documentation, reviews documentation.
Signs checks and returns to CFO.
8c. Receives ACH electronic payment report and supporting provider
final reimbursement reports. Signs and dates ACH electronic payment report
and supporting documentation and returns to CFO.
Officer of the Board
9a. Reviews requests greater than $1,000, and also CEO reimbursements
for accuracy, completeness, and appropriate use of Coalition funds.
Any incomplete request is returned to CFO.
9b. Signs and dates check requests and checks greater than $1,000.
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Early Learning Coalition of St. Lucie County, Inc.
Date of Approval: August 6, 2008
Revised: June 26, 2012
Revised: September 17, 2014
Title: Contract Development and Responsibility
PURPOSE:
To ensure that contracts have been properly developed and reviewed prior to presentation to the Early
Learning Coalition of St. Lucie County or authorized official for approval. This policy provides guidance
for the development and responsibility of Coalition contracts.
AUTHORITY:
 Grant Agreement between the Office of Early Learning and the Early Learning Coalition of St.
Lucie County
 Sections 287.057(5) and (19), F.S., which delineate coalition have written operating procedures
specifying the contract management system, including, but not limited to, the review and approval
of the contract documents and amendments.
 Section 287.058, which specifies the minimum elements required for all contracts that are
Category Two and above and also includes requirements related to appropriation, payments and
penalties.
 Section 215.971, which specifies requirements for contracts funded with federal or state
assistance.
 Chapter 1002, F.S., which created the Voluntary Prekindergarten Education Program
 Chapter 411.01, F.S., which addresses the School Readiness Act
 Chapter 6M-8, which provides guidance for the Voluntary Prekindergarten Program
 OMB CircularA-110, Appendix A states that all federally funded vendor contracts must contain
the following provisions: Equal Employment Opportunity, Copeland “Anti-Kickback Act, DavisBacon Act, Contract Work Hours and Safety Standard Act, Clean Air Act, Byrd Anti Lobbying
Amendment and Debarment and Suspension.
BACKGROUND:
OEL requires each coalition maintain written operating procedures specifying the contract management
system, including, but not limited to, the review and approval of contract documents and amendments.
DEFINITIONS:
1. Contract means (a) a deliberate verbal or written agreement, including all of its attachments and
exhibits, between two or more competent parties to perform or not perform a specific act or acts (b) any
type of agreement regardless of what it is called for the procurement or disposal of supplies or services.
2. Core Contract means the portion of the contract developed by OEL or the local Coalition. No changes
to the Core Contract can be made unless prior approval from OEL is received.
3. Fully Executed Contract means a formally executed contract that has been signed (executed) by all of
the parties to the contract.
4. Contractor means any person or entity having a contract with the Early Learning Coalition of St. Lucie
County.
5. Contract Manager means an individual(s) assigned to be responsible for the day to day responsibility of
managing/monitoring the contract.
POLICY:
The general contract policies as described below shall apply to all departments of the Early Learning
Coalition of St. Lucie County.
I. CONTRACT RESPONSIBILITY: The CEO or his/her designee shall assume primary responsibility
for contract development and is responsible for authorizing payments, for ensuring compliance with the
terms of the contract, and for follow up in cases of noncompliance.
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II. CONTRACT DEVELOPMENT: The CEO shall identify the department manager or other identified
staff who will be responsible for developing the contract's technical content in accordance with appropriate
federal and state statutes, laws, or regulations.
The proposed contract must be submitted as a regular agenda item at a meeting of the Board of the Early
Learning Coalition of St. Lucie County for review and approval prior to its execution.
III. GENERAL CONTRACT REQUIREMENTS: The following policies shall be effective for all
formally executed contracts by or on behalf of the Early Learning Coalition of St. Lucie County.
A. Contract Execution: Authority to execute contracts/purchase orders behalf of the Early
Learning Coalition of St. Lucie County is outlined in the Coalition’s Procurement policy
ELCSLC-FI-02.
All contracts are subject to cost analysis, the process of reviewing and evaluating a detailed budget
to determine the allowability, allocability, reasonableness, and necessity of each cost element.
All contracts must be in writing, no verbal arrangements are allowable, valid or enforceable.
All contracts funded with federal or state assistance must contain the following elements:
1. Terms and Conditions
2. Specific Scope of Work-establishes the tasks to be performed
3. Specific Deliverables- received and accepted in writing by the awarding entity before
payment. Deliverables must be directly related to the scope of work, specify the required
minimum level of service to be performed and include criteria for evaluating the
successful completion of each deliverable.
4. Financial Consequences for Non-compliance and Non-performance – financial
consequences that apply if the minimum level of service required by the contract is not
achieved
5. Standard audit language
6. Availability of all records for inspection
7. Timing, nature, substance of all reports
8. Disposition of property
9. Payment Terms
Contracts will be monitored from two aspects
 Programmatic determines compliance with terms and conditions, and service deliveryrelated requirements.
 Fiscal determines if funds have been accounted for and used appropriately by the service
provider.
All contracts must outline and clearly state the payment terms. All contracts must contain
sufficient and proper documentation to support that the services were completed and received.
B. Contract Maximums: All contracts which obligate the Early Learning Coalition of St. Lucie
County to pay for goods and/or services shall indicate a total contract amount to be paid.
C. Effective Dates: The contract must contain an effective date. Unless otherwise provided in the
contract document, the effective date will be the date of execution by the Early Learning Coalition
of St. Lucie County. The completion date or time of performance must be indicated in the contract
document. Expenses incurred or services rendered prior to the effective date of the contract will
not be paid.
D. Budget Sufficiency: Sufficient appropriations must be available at the time of contract
execution to encumber the contract amount.
E. Advance Payment: No Early Learning Coalition of St. Lucie County contract shall provide for
any payment prior to the receipt and acceptance of the goods or services represented by that
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payment, except for rent or lease payments, some specific mini-grants awarded, membership and
subscriptions, unless specifically authorized in regulation, statute or law.
F. Documentation Requirements for Payment to Vendors: All requests for payment shall be
accompanied by documentation sufficient to establish the amount of goods and services delivered
to incur payment and obligation of the Early Learning Coalition of St. Lucie County to pay. Refer
to Coalition Policy for Cash Disbursement policy ELCSLC-FI-03.
G. Final Payments: Final payments on a contract may be made without further approval by the
Board provided the work is completed and/or goods have been received and accepted in
accordance with the contract (including subsequent amendments.) Payment shall not be made for
services rendered or goods received after the expiration date or completion time of the contract
without the CEO approval, even though the total amount of the contract has not yet been
expended.
H. Negotiation of Fixed Price (Lump Sum) Contracts Which Involve Reimbursables: These
types of contracts are not permitted.
I. Contract Execution: The CEO or his/her designee preparing the contract shall ensure that such
contract is properly executed and legally binding. The following shall be the minimum
requirements undertaken:
a.
Identify the type of entity and its exact legal name.
b.
Verify the authority of the person who will sign the contract.
c.
Ensure that the contract is complete (includes all pages, all blanks filled in, all references
to exhibits correct and sequential and all exhibits attached) and properly executed.
J. Correct/Current Core Contracts: The correct and current applicable core contracts shall be
used.
K. Termination: The contract should contain language stating that the Early Learning Coalition
of St. Lucie County shall have the right to "terminate" the contract for any one of the following
reasons:
1. Lack of funding
2. Cause (contractor default)
3. Convenience of the Early Learning Coalition of St. Lucie County
L. Non-appropriations: Any contract extending beyond the fiscal year in which it is executed
should include an annual appropriation clause wherein the contract may be terminated should
funds not be appropriated for that purpose in any subsequent fiscal year. Suggested wording is as
follows:
"The Early Learning Coalition of St. Lucie County’s obligation to pay under
the terms of this contract is contingent upon an annual appropriation by the
Legislature and the Office of Early Learning.”
M. Insurance: Insurance requirements must be adequate to protect the Early Learning Coalition
of St. Lucie County, and verified by the Fiscal Department in accordance with fiscal policy
ELCSLC-FI-01.
N. Attorney’s Fees Provisions: No Early Learning Coalition of St. Lucie County contract shall
contain provisions requiring the Early Learning Coalition of St. Lucie County to pay any costs or
expenses of another party related to litigation, dispute resolution or otherwise including, without
limitation, prevailing party attorney’s fees provisions.
O. Identification: All parties must be correctly identified. All Early Learning Coalition of St.
Lucie County contracts must be with "Early Learning Coalition of St. Lucie County, Inc. and not a
Page 3 of 4
particular individual or department. Contracts should state the name and/or title of the Early
Learning Coalition of St. Lucie County's authorized representative or Contract Manager.
P. W-9: All contractors must submit a completed W-9 form indicating either their Federal Tax ID
Number or Social Security Number. W-9 information will be kept confidential.
IV. SPECIAL REQUIREMENTS FOR SPECIFIC TYPES OF CONTRACTS:
 Sole Source and Professional Service Contracts are outlined in ELCSLC-FI-02, Procurement
Policy
A. Amendments/Modifications:
1.
2.
3.
4.
5.
6.
7.
No amendments, extensions, change orders, can be made after a contract has expired, all
the funds have been used, or all contracted services have been delivered.
Contracts for commodities or contractual services may be renewed for a period that may
not exceed three years or the term of the original contract, whichever period is longer
(287.057(13), F.S.)
Renewals must be in writing and subject to the same terms and conditions of the original
agreement. Contingent on satisfactory performance evaluations and availability of funds.
Agreements procured by exceptional purchase pursuant to Section 287.057(3)(a) and
(3)(c) may not be renewed.
Competitively procured contracts must include the option to renew in the original
solicitation. Bids/Proposals submitted mjst include the price for each renewal year.
Additional compensation is onl allowable for additional services (Section 215.425, F.S.)
If additional services exceed $35,000, then an appropriate procurement method must be
used.
B. Inter-local, Interagency and Grant Agreements: This policy shall not supersede existing or
subsequent policies, laws or regulations regarding inter-local, interagency or grant agreements.
C. Waiver of Policies: No contract shall be presented to the Board of the Early Learning
Coalition of St. Lucie County for approval unless the contract complies with the mandated
provisions of this policy.
D. Fully Executed Contracts: Copies of all fully executed contracts must be submitted to the
Fiscal Department within five (5) business days after fully executed.
Page 4 of 4
Date of Approval: November 3, 2004
Revised Date: August 12, 2009;
Revised Date: October 5, 2009 per AWIOEL
Revised Date: January 5, 2011
Title: SR Funds Management/Disenrollment of Children from School Readiness Services
Policy: To ensure the Early Learning Coalition of Saint Lucie complies with the Early Learning Grant Agreement for
Projected Deficit and Disenrollment of Children from School Readiness Services.
Summary: The Coalition is responsible to ensure proper notice is given to the Office of Early Learning, Clients and
Providers prior to disenrolling a group of children from School Readiness services due to a projected funds deficit or the
client’s failure to meet program requirements. School Readiness services, while critical to achieving federal and state
policy objective, are not guaranteed. It is the policy of ELC Saint Lucie to utilize a range of budget management strategies
to maintain fiscal integrity and balance, including the possibility of slot management of non-priority participants as an
option of last resort, to maintain fiscal integrity. The coalition has established enrollment priorities amongst the
subsequent priority eligibility groups in descending order, beginning with the highest priority, in accordance with Florida
Statutes. Section 1002.87(1) FS, establishes priority eligibility groups in the School Readiness Program. Priority must first
be given to:
 A child younger than 13 years of age from a family that includes a parent who is receiving temporary cash
assistance under Chapter 414, FS, and subject to the federal work requirements.
 An at-risk child younger than (9) years of age.
 A child from birth to the beginning of the school year for which the child is eligible for admission to
kindergarten in a public school who is from a working family that is economically disadvantaged.
 Section 1002.87 (1) FS, further defines other priority groups which are eligible for participation in a School
Readiness Program.
Procedure:
1. The coalition shall make written notification to OEL at least 48 hours prior to the initiation of formal consideration
by the board to disenroll a group of children from early leaning programs due to a projected funds deficit.
2. The coalition shall make written notification to OEL at least five (5) business days prior to taking action to notify
provider or families of a determination to disenroll a child from early learning programs due to a projected funds
deficit. The coalition shall submit the notification to OEL with a copy of two most recent monthly use analyses
and identify the enrollment priority group from which the coalition plans to disenroll children due to a projected
funds deficit and the projected number of children the coalition plans to disenroll with the enrollment priority
group.
3. The coalition shall make written notice, which includes the effective date of the child’s disenrollment, to any
affected child’s parent or guardian at least two (2) weeks before the coalition disenrolls the child from the School
Readiness program.
a. An at-risk child may not be disenrolled from the program without the written approval of the Child Welfare
Program Office of the Department of Children and Families or the community-based lead agency.
b. If a referring agency requests for services to be terminated in a time frame that is less than two weeks
because of the client’s failure to meet the referring program’s requirements, then the coalition should
adhere to the request of the referring agency to terminate services.
Page 1 of 2
4. The coalition shall make written notice to any affected child’s SR provider at least two weeks before the child is
disenrolled from the SR program due to a projected funds deficit, a participant’s failure to meet eligibility or
program participation requirements, fraud or a change in local service priorities, which includes the effective
date of the child’s disenrollment.
5. The coalition prohibits the disenrollment of groups of children for any reason other than preventing a deficit or the
failure to comply with eligibility requirements.
6. The coalition disenrolls children in order, pursuant to Section 1002.87(7), FS, which states, the coalition may allow
for the disenrollment of a distinct subgroup within an enrollment priority (e.g., a school-age child older than a
specific age). The Coalition disenrolls the children in reverse order of the eligibility priorities, beginning with
children from families with the highest family incomes.
7.
If applicable, the coalition will submit a plan amendment to OEL. The coalition must receive written approval of
the submitted plan amendment from OEL prior to disenrolling children. Guidance for Additional Funding Sources
In the event the Coalition receives additional federal, state or local funding designated for the school readiness program,
the Coalition will follow guidance associated with the funding and obtain Board approval, if necessary.
Page 2 of 2
Early Learning Coalition of
Saint Lucie County
CCR&R
&
ELIGIBILITY
Desk Top Procedures
1
Table of Contents
I. Introduction
3
II. Front Desk Procedures
3
A Waiting Time
B Telephone Procedures
C Confidentiality
D Play area/Restrooms
III. Child Care Resource and Referral
5
A. Generating Referrals
5
B. Provider Search and Listing
7
C. Parent Packet Information
12
D. Provider Updates/Potential/Informal/Nanny
12
E. Warm Line
22
E. Reports and Labels
22
IV. School Readiness Eligibility
23
A. Initial Eligibility Determination
 Waitlist
23
B. Client Re-determination
30
C. Terminations
31
D. Transfers (provider, funding, guardianship)
32
E. Funding Transfers
32
F. Guardianship Transfers
33
G. Special Needs Children
33
H. Fraud Cases
34
2
Introduction
The following are detailed procedures intended to guide the Early Learning Coalition
Eligibility/CCR&R Family Services Department into providing CCR&R, Eligibility and VPK services to
all Saint Lucie customers who are served in person or over the phone.
II. Front Desk Procedures
In order to ensure excellent customer service and accuracy of files, the following procedures will be
implemented regarding:
Waiting time:








Greet each customer and ask “How can I help you today”?
Ask each customer to sign in.
If the customer has an appointment, check the schedule and notify the Specialist. Customers
wishing to obtain child care information will be directed to CCR&R. Call CCR&R for a
Specialist to come and greet the customer.
Walk – in customers are accepted for CCR&R, SR Provider Transfers and VPK only. All other
customers will be directed to CCR&R to schedule an appointment.
Except in cases of extreme circumstances, beyond the control of the ELC staff, a customer
who is on time for an appointment should not wait for more than ten (10) minutes past their
appointment time. If for some reason their wait will be longer than ten minutes, please inform
the customer of the potential wait time and offer another appointment if desired. The Specialist
will greet the customer in the waiting room and escort him/her back to their office.
When the Eligibility appointment has been completed the Eligibility Specialist will then escort
the customer from their office back to the waiting area. Once in the waiting area the specialist
will be show the customer where to place their satisfaction surveys and remind the customer to
help themselves to any informational brochures on display.
Time should be allowed for careful review of each file after completing an intake or
recertification prior to seeing the next customer. Time spent on file review now will prevent
errors later.
Customer’s requesting to use the family portals will be escorted to the portal and assisted with
signing in. Please remember to instruct the customer to contact the front desk if they need
assistance.
Telephone Procedures:


A phone conversation may be the first impression of the Coalition a potential customer
receives. It is important to greet each caller in a friendly tone saying, “Good Morning/Afternoon,
Early Learning Coalition, how may I help you?”
All calls needing assistance should be transferred immediately to the requested Department.
Do not try to answer questions while covering the main phones, leave the questions for the
subject matter experts in each Department.
3

All calls for department managers will be announced and transferred. Calls for other staff will
be transferred directly to their extension without an announcement. If the requested staff
person is out or with a customer, inform the caller before transferring the call to voice mail.
Confidentiality:


Personal information should never be discussed with customers while in the waiting area. If a
customer begins to discuss personal information, please take them to a secure office.
Customer’s requesting copies of documents contained in their child’s file must present proper
Identification. Inform the customer their maybe a charge for coping documents.

Personal information will not be given over the phone regarding a customer unless the caller is
listed on the client eligibility enrollment form. In certain circumstances, information may be
provided to DCF/UFF or One Stop Case Managers if a request is sent via fax and only
information concerning eligibility services will be shared. A copy of the fax request for
information is to be kept on file.

Please refer to ELC Confidentiality Policy for all other requests including record request.
Children’s Play Areas /Restrooms

ELC offers a children’s play area in the main waiting area as well as in each Eligibility
specialist’s office. Toys in each play area are to be disinfected daily.

All Children should be accompanied by an adult at all times, especially when using the
restroom.
Child Discipline

Corporal punishment (physical punishment of any kind) is not permitted in this office ELC staff
should not encourage spanking or physical punishment of any kind when parents are visiting
the office. Please use the “Touchpoints” articles written by Dr. Brazleton, in the R&R
Reference Guide for tips on interacting with parents regarding child discipline.
4
III. Child Care Resource and Referral
See: Rule 6M-93.00-Child Care Resource and Referral and Consumer Education.
CCR&R Specialist must pass the CCR&R evaluation prior to completion of their fourth month of
training. Specialist who do not pass the evaluation must repeat the evaluation process within 90
calendar days from the date of the result letter. Specialists who obtain a level 1 certification must
retake the evaluation yearly. Specialist who obtain a level II certification or pass the coordinator
evaluation are not required to retake the evaluation unless Quality Assurance Assessments
conducted by OEL indicate they would benefit from additional training. CCR&R Coordinators must
pass the CCR&R Coordinator Evaluation within 4 months of obtaining their position. Each CCR&R
Specialist will be observed conducting a complete CCR&R interview and generating referrals once
per quarter (guidance from OEL states once a year- Locally we will conduct the Quality Assurance
Assessments once per quarter.) Review the Child Care Resource and Referral Guide, Program
requirements, distributed by the Office of Early Learning for complete program requirements.
Child Care Resource and Referral (CCR&R) is the “Front Door” to obtaining child care services. All
parents, regardless of socio-economic status who are seeking child care assistance will receive
CCR&R services. All parents will be offered the option of applying for assistance, community referrals
as needed, locating child care and receiving information on choosing quality child care. Parents who
do not need assistance in finding child care will benefit from educational materials provided in the
Parent Packet. Each call requesting child care services shall be returned without cost to the customer
within three (3) business days of the customer’s request for services. If services are requested due to
an emergency situation the call must returned within two (2) business hours of the request for
services. If the CCR&R agency is unable to make personal contact, continue to make contact at least
once every two (2) business hours. Emergency Services must be provided within 24 business hours
of the time the personal contact was made Emergency situations include but are not limited to:
1. Closure of a child care or early learning provider with less than forty-eight (48) business hours of
notice;
2. Declaration of a state of emergency is by local, state, or federal officials which affects families and
providers within the CCR&R agency’s service area; and
3. Family emergencies including the death or hospitalization of a parent or guardian, a change in
custody of a child with less than forty-eight (48) business hours of notice, or a change in employment
or employment status with less than forty-eight (48) hours of notice.
We are not required to provide services or attempt contact or provider services for emergency
situations if we are in a state of emergency declared by local, state or federal officials.
CCR&R services will be available for a minimum of 40 hours per week via telephone, email, fax or
walk-in. Referrals shall be generated using EFS. Each referral should be customized to meet the
needs of the customer requesting services.
A.Generating Child Care Referrals
Please review and become knowledgeable with OEL Program Requirements for CCR&R.
CCR&R services may be offered via telephone, e-mail, on-line, fax or in person. Child care referrals shall be generated
using the statewide information system maintained by the Florida’s Office of Early Learning. Each referral shall be
customized by entering the following information:
a. Type of household;
b. Relationship to child;
c. Reason for care;
5
d. Child care issues;
e. Days/time care is needed;
f. Child’s date of birth;
g. Type of program requested;
h. Child’s special need, if applicable;
i. Family’s primary language if not English; and
j. Requests for enhanced services.
Procedures to follow when conducting an R&R interview:

Always greet the customer with your name, agency and your title in a friendly tone of voice.
Smile.

Ask for their full name, complete address including county and phone number with area code.
Ask if they have used R&R services in the past.

Search for the family in the database to prevent entering duplicate records, even if they
say they have not called before, as they may have forgotten or confused R&R with
another program.

Always use R&R Network approved software (EFS) to enter customers, providers and to
generate referrals.

Always ask: “Is this your first experience in selecting child care for your child?” First time
families will be brand new to this process and generally more concerned about leaving their
child in care. You may need to spend more time on these calls. Be prepared to explain various
types of care e.g. family child care, centers, faith-based providers, VPK, nanny/au-pair, etc.
Families may have assumptions, biases or questions/concerns about certain types of care
based on news reports, friends or family input. These issues should be addressed and not
dismissed or ignored.

It is your responsibility as an R&R Specialist to provide information about all of the early care
and education options accurately, without expressing any personal bias.

Be alert to any indications that the family may have a child who is in need of special services;
perhaps the child has a disability or special health care need. Families may be reluctant to
discuss such issues since they may be concerned about discrimination affecting their ability to
select a provider. It is important to help draw out these issues. For example, the customer may
provide clues by mentioning a frequent change of providers, frequent absences, or their child
may have been asked to leave a program. Probing for more information requires skill and
sensitivity. Some families will initially tell you that their child has a disability. A good response
is, “Tell me about it.” Never say “What’s wrong with him?” or “What does she have?” there
will be other opportunities to gather the needed information throughout the interview.
Remember to refer these families to the Florida Central Directory 1-888-352-4453
www.centraldirectory.org.

When talking to the family, explain that you must enter their information into the computer in
order to search for providers that most closely match their preferences. If they express
reluctance in answering some questions, explain that certain data is required by the state,
6
which funds R&R services and provides them free to all Florida families. The information is
used to help analyze the child care and education needs of families and improve the
availability of services. If they are still unwilling to answer, continue the interview, filling in as
much as you can, and entering “refused” where appropriate.

R&R does not require the parent’s or child’s social security number, customer date of birth or
race; some Coalitions/R&R Service Providers may wish to obtain this information for other
purposes, however, R&R services may not be denied if this information is not provided.

In the EFS/CCRR database, enter the following: type of household, relationship to child,
reason for care, child care issues, days\time care is needed, child DOB, type of program
requested, child’s special need if applicable, family’s primary language and requested
enhanced services, interview screen and child screen including program participation and
schedule must be completed in order for referrals (new & updates) to be generated and
counted on the monthly report.

Always review indicators of quality care and child care options with each family. The CCR&R
Family Guide and the Quality Child Care Check list contain detailed information. Have these
guides accessible when speaking with families.
B. CCR&R Provider Search Listing
1. Click on EFS icon located on the desk top of your computer.
7
2. Enter user name and password login
3. Click on CCRR at the top left of the screen.
4. Click on Client.
5. Hit F-11, enter parent name or social security number (not required) and hit F-12 to do a search by
parent.
8
6. Enter name and demographic information. Remember, the social security number, race, ethnicity
and birth date are not required for R&R. Do not use any symbols (# % _) when entering the address.
7. Click on Interview
8. Enter required information, Including:
 a. Type of household;
 b. Relationship to child;
 c. Reason for care;
 d. Child care issues;
 e. Days/time care is needed;
 f. Child’s date of birth;
 g. Type of program requested;
 h. Child’s special need, if applicable;
 i. Family’s primary language if not English; and
 j. Requests for enhanced services.
If a parent stated they are having difficulty finding child care due to cost you may want to
prescreen for Subsidized Child Care. If during the intake the parent qualifies and we have a
waiting list, complete intake in SPE/UWL. If there is currently no waitlist then schedule an eligibility
appointment. For waitlist families, to tell the parent: Families are contacted by date order from the
wait list based upon priority. If they move of change their phone number, Please contact us, so we
will be able to reach them when we are ready to enroll. Remind parents they will be contacted
every six (6) months to update their information. Once a parent is contacted they will have 48
9
hours to call and schedule an Eligibility Appointment and their name will be removed from the
waiting list.
Other options for parents having difficulty with the high cost of child care could be: Negotiated
rates, EITC, Barter for services, Friends/Family, Head Start and sibling discounts.
9. Click on OK. You will be returned to main screen.
10. Click on child.
11. Enter the following information on the child screen:
 Child Name
 Child Date of Birth
 Hours Care needed
 Days care needed
 Enhanced Schedule
 Program needed
 Special Needs (if applicable)
12. Any other information collected on this screen is optional but can make the search match more
closely with the needs of the family.
13. Click on Referral and then Generate.
10
14. Check for fields that needs to be taken into consideration when searching for providers
15. To search the entire county for care, enter C in the location/radius field. To search based on zip
code, enter Z.
16. Click on Referral.
17. Put an X in the box next to the providers matching most closely with the needs of the family. To
look up more details on the providers, click on Look Up. Try to give at least 5. There is no maximum
amount of referrals that may be provided to families.
18. Click on OK.
19. Go to Referral and then Listing
11
20. Choose the type of referral listing to be given to the parent. A detailed referral listing provides the
most information on each provider. The abridge referral gives a condensed summary and a
summarized listing shows the name, address and phone number of the provider.
21. To print the referrals click the radio button next to print. Click Execute Report. Select Printer and
click OK.
22. Click Cancel to exit.
23. Provide parent with the at least 5 provider names over the phone. Please let the parent know a
printed listing of child care providers and a complete parent packet will be sent to them. Encourage
them to call back if they need additional assistance locating child care or have any questions when
performing their search for child care. Packets can be mailed, faxed or E-mail.
To E-mail a packet: Click on “file” You will notice that the file name is automatically generated in the
format “CR####.pdf” you may rename this file or leave as is. If you choose to rename this file only
change the numbers. For examples “C:/CR208/.pdf” may be renames to
“C:/CRSMITHREFERRALS.pdf. It is important that the beginning of the file name “C”. Remain the
same. This sends the file to be saved to your ‘C” or local drive. The file should always end in “PDF”.
This executes the file in a PDF format.
C: Parent Packet Information:
Each CCR&R agency shall provide an informational packet to each individual requesting service
within six (6) business days of the date upon which the individual requested services. The early
learning coalition is not required to provide an informational packet if the individual requesting
services has declined receipt of an informational packet. The individual requesting services may
choose to pick up an informational packet in person or to receive an informational packet by mail,
email, or fax. At a minimum, an informational packet shall contain:
(a) A cover letter including:
1. A disclaimer statement indicating that the information contained in the informational packet
constitutes an unbiased referral for child care services and is not a recommendation regarding the
quality of a child care program or the provider’s services;
12
2. Suggestions describing how a family may proceed in the search for an appropriate provider;
3. The web address of the state child care provider licensing database and, if available, the phone
number of the local licensing agency;
4. An invitation to contact the CCR&R agency again if further assistance is required; and
5. The contact information of the CCR&R agency, the contact information of the early learning
coalition in the event that the early learning coalition is not the CCR&R agency, and the toll-free
phone number and website (866-357-3239 and www.floridaearlylearning.com of Florida’s Office of
Early Learning.
(b) A child care referral printout which lists a minimum of five (5) providers matching the criteria
requested by the individual requesting information unless less than five (5) providers within the
CCR&R agency’s service area meet the criteria requested.
(c) Other information deemed appropriate by the CCR&R agency (Choosing Quality Child Care
Check list and Family Guide for Early Education and Child Care Options and the Community Services
list), as requested by the individual requesting services. Requests for other appropriate information
shall be recorded in the statewide information system maintained by Florida’s Office of Early
Learning.
Repeat customers should be asked if they still have the original packet sent by R&R staff and if
any additional information is needed. If repeat customer still has the original packet, send the
cover letter, a summary or detail listing of the referrals generated, and any additional
resources/brochures as requested.
D: Provider Updates/Entering a New Provider
All legally operating providers must be entered in the CCRR database. Monthly cross check the
DCF Downloads against EFS and contact the new providers. . All fields should be updated Providers
must be contacted immediately to obtain the required information for the CCRR database regardless
of the provider’s intent to accept school readiness clients. Each Provider contained in the EFS
database must be updated at a minimum of once a year prior to the last business day in May
according to the provider update survey instructions provided by the Office of Early Learning.
Updates can be completed by mailing the latest version of the provider update form or by calling each
provider and entering the information directly into the EFS CCRR database .If a provider fails to
return a survey, the providers information/operation statue should be verified with licensing. Specialist
are required to make at least two written and three verbal attempts to contact the provider. If all 5
attempts fail then the Specialist will uncheck the “accepts referrals” box in EFS. Remember to insert
history notes according to the standard code document.
All new Providers must be entered into the provider database within two weeks of the download
comparison. All screens/fields must be entered according to CCR&R Program Requirements.
When a new provider is first entered into the database, they must be mailed an informational start-up packet which
includes a cover letter and information that contains at a minimum, the following information or website links:

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
Statement “There are no fees associated with a provider listing in the CCR&R base.(in letter)
Phone Number for the Early Learning Call Center 1-866-357-3239; (in letter)
Information on how parents access referrals; updating procedures (in letter)
Training/technical assistance opportunities/schedule of trainings.(flyer)
Local Licensing phone contact and State website.(in letter)
VPK and Readiness Rate information: http://www.VPK.fldoe.org. (flyer)
13

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How to access the statewide Central Directory/FDLRS toll-free line: 1-800-654-4440 for information on child
screenings/evaluations (brochure)
How to access the statewide Inclusion toll-free Warm Line: 1-866-357-3239 for information on providing
inclusive early learning (flyer)
Community Agency list.(flyer)
How to access the DCF Child Care Training Information Center: 1-888-352-2842;
www.myflorida.com/childcare/training
Child Abuse Registry Contact information: www.dcf.state.fl.us/abuse or 1800-96-abuse
Florida Kid Care toll free number and link to website.
Coalition Grievance policy for providers
Packet may also include:
 Start-up, zoning, program and budget development
 Food Program information.
ELC/R&R must maintain a log of mail-outs with provider’s name and date material is sent to new
providers along with the cost of mailing.
Provider Updates: Prior to the CCR&R agency’s last business day in May, each CCR&R agency shall provide and annually update the following information in the statewide information system maintained by Florida’s Office of Early Learning for each organization offering family day care, public and private child care programs, head start, prekindergarten early intervention programs, special education programs for prekindergarten handicapped children, services for children with developmental disabilities, full‐time and part‐time programs, before‐school and after‐school programs, vacation care programs, parent education, the WAGES Program, and related family support services within the early learning coalition’s services area. At a minimum, the CCR&R agency shall provide the following information for each organization: (a) Contact information; (b) Accreditation status; (c) Program styles offered; (d) Schedule; (e) Ages served; (f) Enrollment information and vacancies; (g) Curriculum type; (h) Private pay rates charged; (i) Environment; (j) Special services offered; (k) Languages other than English spoken fluently by the provider’s staff; (l) Staffing; (m) Transportation; and (n) Meal options. 14
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In the CCRR side of EFS, click on Provider and then Add/Maintain.
Search for the provider by hitting the F/11 key, entering name of provider or provider ID and
hitting F-12.
If the provider is new, enter all required fields. Verify that all information on the Provider screen
is correct including the license expiration date.
Click on History.
Enter the date the update occurs; and the appropriate provider history code (Make sure
you documents all attempts according to the standard Codes). If the provider is new,
indicate this in the comments section. The counselor initials may be entered after the
comments section.
Click OK to exit screen.
Click on Detail, Quality and then Accreditation.
Proceed through each screen in the provider database, entering applicable information. F-2
can be entered in each field to see choices. If certain information does not apply to the
provider, leave that information blank. Examples of each screen are detailed on the pages to
follow:
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Accreditation Screen:
Enter information if the provider is accredited through an approved DCF faith based accrediting
organization and/or gold seal accrediting organization.
Affiliation Screen:
Indicate if provider is for profit or not for profit. Enter if the provider is licensed, licensed exempt,
school-based, non-school based, registered, informal or a potential provider. More than one code
may be entered.
Technical Assistance Screen:
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This screen is not required to be completed by the R&R Network or ELC-St. Lucie
Curriculum Screen:
Enter the type of curricula the provider uses. More than one code may be entered.
Enrollment Screen:
Enter the enrollment information by care level. At the end please enter a “total Ages” code. The actual
capacity refers to the number of children that are actually enrolled in a program. Licensed Capacity
refers to the number of children allowed by law to be present in a program at one time. Actual
capacity does not have to be equal with the licensed capacity as the provider may have more than
one shift.
Environment Screen:
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Enter information required to describe the environment of the provider. Inclusionary Settings must be
entered if the provider will accept all children regardless of disability or special health care needs.
Additional Fee Screen:
Enter fees above and beyond the weekly rate that the provider charges.
Meal Option Screen:
Enter information on meals provided/not provided by the provider. Indicate if the provider participates
in the USDA food program.
Program Participation and Transportation Enhancements Screen:
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Enter type of program. More than one program may be added by hitting the F-9 key. Indicate if the
provider provides transportation other than to and from the child’s home or to and from school.
Rates Screen:
Enter the rates the provider charges for child care for each care level. Rates must be entered on a
weekly basis but may also be entered on a daily basis. When conducting an update, hit F-9, enter
the current date and then change rates
Schedule Screen:
Enter provider schedule information and ages accepted.
Enhanced Services Screen:
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Enter enhanced services offered by the provider.
Staff Qualifications Screen:
Enter any staff qualifications/training
Subsidy Option Screen
Enter any subsidy options the provider may offer to assist with child care costs for families. If any
information is entered in this screen, the provider will populate when generating child care referrals if
the “yes” radio button next to subsidy is clicked on the generate referral screen.
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Substitution Policy Screen:
Enter Provider’s substitution policy. Who the provider uses for a substitute
Transportation Screen:
Indicate if the provider provides transportation to/from home. Indicate any schools the provider offers
transportation to and/or from. The school may also be listed if the bus drops off at the provider
location.
Vacancy Screen:
Enter if provider is aware of projected vacancies. Click Provider and then OK button to save and exit.
This screen is not required to be completed.
Potential Providers
Potential providers are persons interested in opening a child care facility, either a center, home, after
school age program or summer camp. Potential Providers are not entered into EFS because they
have not become legal yet. CCR&R Specialists are available for technical assistance guidance and
support. An informational letter will be mailed to potential providers, which at a minimum contains:

Local R&R brochure/newsletter with contact information.
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Early Learning Call Center:1-866-357-3239;
DCF Licensing website
Local licensing contact information.
DCF Child Care Training Information Center: 1-888-352-2842;
Informal Providers:
An Informal provider is defined as one caregiver who provides care in her own home to one family.
The caregiver is often a relative, neighbor and or friend. This type of care has no state guidelines and
therefore will not be entered into EFS or referred out as they are not legally operating.
Nanny and Au Pair Agencies:
These providers are considered an in-home caregiver. An in-home caregiver will come to your home
to care for your children. DCF does not license or regulate this type of care and ELC does not
endorse or recommend any in home agency or service. These agencies are not entered into EFS,
however a reference listing is compiled by CCR&R and the Guide to Choosing In-home Child care
can be mailed to families.
E: Warm Line
The Warm Line is used to provide assistance to child care providers regarding the inclusion of
children with disabilities and special health care needs. Providers who call into ELC will be directed to
the Program Department where a Warm Line intake form will be completed and Technical Services
and training will be provided.
F: Reports and Labels
To run CCR&R Reports: Click on the report icon.
Choose the report you wish to run (Follow-up, Monthly, Quarterly, Adhoc or Labels)
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Enter agency (ELC St. Lucie) county (56), start and end date. Choose printer and execute
IV: School Readiness Eligibility
Please refer to The School Readiness Standard Eligibility Review Program Guide
for comprehensive program guidance.
A.
Initial Eligibility Determination:
Step One: Schedule Appointment
1. a In Person or Phone: If a parent is in need of child referrals please refer to a CCR&R
Specialist who will perform an R&R Interview and complete the necessary steps in the CCRR
database and send out referrals.
Parents may apply for Subsidized Child Care: School Readiness Services on-line through the family
services portal at https://familyservices.floridaearlylearning.com. The Coalition has two computers
available for families. Specialist are available to assist families with logging on, completing
applications and uploading documents. Eligibility determination is completed through a face to
face interview with an Eligibility Specialists. Families on the Wait list will be contacted by phone
every 6 months to re-determine their eligibility.
When enrolling families into School Readiness, families will be contacted off the waitlist according to
the slot management policy and instructed to contact the Coalition within 48 hours of receiving the
message. Families will be deactivated from the waitlist once contacted. When Parents call to
schedule their appointment the following process will occur:
1.b
To Pull Children off the Waitlist follow these steps to schedule Eligibility appointments
(waitlist reports need to be run weekly to check for duplicates, transfers, and redetermination
dates. 6 months from their application becoming validated, families will be contacted to
23
redetermine their status on the waitlist. Families who do not respond within 3 business days
will be removed from the waitlist. Families who no longer qualify or fail to meet purpose of
care will also be removed from the waitlist.)
Hello, My name is ________________ and I am calling from the Early learning Coalition of Saint Lucie
County. You placed your Child________________ on the subsidized Child Care waitlist.
 1. Is your child currently enrolled in a child care facility? (If no skip to #3)
 2. Are you receiving assistance paying for childcare?
 Single Parents are required to be working a minimum of 20 hours a week, going to school fulltime, or a
combination of both. Two parent households must be have a combined hours of 40 hours per week
work.school.
 4. How many in your household?
 5. Calculate income and check sliding scale fee
 6. If parent qualifies schedule appointment for eligibility
 Advise parent to bring in:
 Last 6 weeks of current and consecutive pay stubs, (if two parent household must
have both incomes. If father of child is living with mother we will need his income. If
mother has re-married we will need new husband’s income. If anyone else resides in
household over 18 and mother is supporting, we need to add their income. If family is
paid in cash we need an income statement for last 6 weeks of employment from the
Employer. If self employed need quarterly statement or tax returns. Newly hired Parents
may bring in a VOI (verification of income form).
 Child Support: paid out and received in. (proof = court papers, printout from CSE pay
stubs. If none we will have family sign an affidavit)
 Social Security SSI/SSA printout if receiving
 Documentation of any other income coming into the household
 If parent is in school we will need a copy of their full time schedule
 Birth Certificates for all children in the household (establish household size)
 Social Security cards for all members of the household (not required)
 Picture ID and proof of Saint Lucie County residency
 POA for Absentee father- if available. If not parent will be required to write a
statement at the time of the interview.
 Name of child care facility you want to enroll child into. (make sure facility has
openings for your child)

REMIND PARENT OF THE DATE, TIME, AND LOCATION AND WHAT TO BRING TO
APPOINTMENT. IF THEY DO NOT HAVE ALL THEIR DOCUMENTS OR IF THEY ARE MORE
THAN 15 MINUTES LATE, THEY MAY NOT RECEIVE SERVICES.

Eligibility Schedules:
Eligibility Specialists will receive their eligibility schedules for the week each Tuesday morning. Eligibility
Specialist will call each client two days prior to their appointment to remind them of the time, location, and
documents needed. Specialists will document the outcome of the phone call on their schedule. During the day
each appointment outcome should be documented on the schedule (ie) No show, rescheduled, and enrolled.
24
Please be sure to state what activity you performed during “No Show” appointments: auditing, child support,
income updates, etc. Specialists are to return their schedules to the Director of Family Services by COB each
day. On Thursday along with the documentation of the daily appointments, specialists will document the
number of files pending for auditing and the number of pending income updates.
Step Two: Appointment with Eligibility Specialists.
*Eligibility Specialist will greet each client and escort him/her to their office. Ask for documents (paystubs, birth
certificates, social security cards, proof of residency, etc), calculate the annual income to determine eligibility
before you begin to write out any paperwork or enter information into EFS
1. Search to see if client is in the system using the F-11 and F-12 function keys as described above
2. If client is in the system, verify that all information on front screen is correct. If client is not in the
system, enter:
Name
Sex
Date of Birth
Race/Ethnicity
Address
County
Home phone
Work phone
Contact Notes (if applicable)
3. You will now follow across the buttons on the screen and fill out the required information on each
screen.
4. On the Demographics Screen, fill in all information as shown above. Hit F-2 in each field for
choices.
5. Click on Training and complete fields. If not in training enter N for not in training
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6. Click on Children
If R&R has already been completed for the family, some of the child information may be entered. All
fields on the children screen are required. Fill in as shown above for each child in the family.
7. Click on Family
Fill in other family members living in the household not including parents or children.
8. Click on Interview.
Fill in interview screen with employment information for each employed adult in the household. Place
Y next to the first employed adult and then complete employment information. When finished with first
employed adult, Place Y next to the next employed adult. A new screen will appear to complete.
9 Click on Other Income:
Complete if parents receives child support, veterans benefits, or social security. Be sure to enter
monthly amount. System will automatically configure the yearly amount and adjust families’ annual
income.
10. Click on Referrals
Enter the referral information. If bg3/bg5 it is the family who qualifies for the referral. If the child is
protective services, each child will have his own referral.
11. Click on Determine Eligibility
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Choose appropriate eligibility category for the family and hit f4 to execute. Remember if child is a
protective services child each child will have its own eligibility.
F4 Execute brings up the Eligibility Maintain screen
12. Complete the reason for care. Hit F-2 for choices.
13. The income will automatically appear based on the information entered from the interview screen.
Verify that the income and family size are correct.
14. The child will be enrolled with a contracted provider, enter Cert in the CERT/POS box.
15. Enter referral date, if applicable.
16. Enter redetermination date. Make sure the dates entered match the referral end date if applicable.
17. Click OK. You will be taken to the Parent Screen.
18. Click on Eligibility
19. Click on Parent Fees.
20. Hit F-2 to select the billing group the parent fees are under. Enter the effective date of eligibility
Parent fees will automatically populate.
21. Click OK to be returned to the Parent Screen.
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22. Click on Child.
23. Under Enrollment (F2 for a provider listing) select the Provider the child will be enrolled with.
24. Enter the date care will start.
25. Enter the type of schedule the child will need care, hit F-2 for options. If the child is school age,
select the calendar for the county (56) (59 if only school holidays and summer) in which the child
attends school.
26. If the child is a sibling put in sibling discount under waive fee
27. Match source for bg8 is 56ik8 and CCPP is 1CSPP
28. Click OK. You will be taken to the parent screen
29. Click on Eligibility and then Maintain.
30. Click on Application.
31. Click radio button next to screen and click Execute. This will send the application to the screen.
Verify that all of the information on the application is correct and then click on the print button.
32. Click on Cancel and you will return to the Maintain Eligibility Screen.
33. Click on Fee Agreement.
34. Click in radio button next to Screen.
35. Click Execute Report to send the fee agreement to the screen.
36. Verify that all information on the fee agreement worksheet is correct.
37. Click on the print button.
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38. Click on Cancel to be taken to the Maintain Eligibility Screen.
39. Click on OK to be returned to the Parent Screen.
40. Call CCR&R and scheduled the parents recertification appointment. Write the time and date of the
appointment on the application and have the parent Initial confirmation of appointment.
41. Click on History.
42. Enter the date of service and the appropriate History Code.
43. Enter detailed information on the interview make sure to list date and time of recertification appt.
44. To print the history note for the client file, click on print history.
45. Select the code for the notes you would like to print.
46. Select the date.
47. Select Screen if you would like to preview the history note before printing. To print the history note
immediately, select printer and then click execute report.
48. Click on cancel. You will be taken to the Parent Screen.
49. Click OK.
Step Three: Create a child’s folder
Once enrollment is completed; make a copy of the application and fee agreement for each
provider, each child and one for the parent. The following forms need to be completed and placed in
each Childs folder in this order. (Blue folders for bg1 children. Green folders for bg3/bg5 children.
Manila/Yellow folders for income eligible children.
Right Side of Folder
Top to Bottom
□
Enrollment Form
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□
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Income Worksheet
Referral
Income Activity/Documentation –
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Pay Stubs (20 hrs.a week)
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Verification of Income Worksheet
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Employment Letter
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Child Support
Left Side of Folder
□
Checklist
□
Permanent Record Section
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Drivers Licenses/ID
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Social Security Card/s (not mandatory)
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Proof of Age (Birth Certificate)
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Divorce/Separation Documentation (if
necessary)
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Proof of Guardianship/Custody
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□
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TANF
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SSI
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Financial Information Release
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Other:_____________________
History Notes (if necessary)
Terms and Conditions
Needs Assessment
10 Reporting Form
Choice Application
The following changes need to be reported within10 calendar days:
□
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Income
Employment
Family Size
Phone Number/Address
Death/Disability
Loss of Job
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Additional information to tell parent:
Explanation of Fees/Payment
Importance of Next Redetermination
Late Fees
Interruption of Services
Maternity/Medical
*At the end of the interview the Eligibility Specialist will escort the client back to the waiting
area and advise the client where to place the satisfaction survey and remind the client to help
themselves to available informational brochures
B: Client Redetermination
Step One: Schedule Appointment if it was not scheduled at enrollment (bg1/bg3/bg5)
 Ask for parent’s social security number
 Pull up social in EFS
 Verify case is active (parents name, address, phone number and marital status)
 Verify the billing group of the case. Is a referral needed (valid only for 10 days)
 Schedule a one hour appointment
 Advise parent to bring in:
o Last 6 weeks of current and consecutive pay stubs, (if two parent household must
have both incomes. If father of child is living with mother we will need his income. If
mother has re-married we will need new husband’s income. If anyone else in household
over 18 that mother is supporting we need to add their income. If family is paid in cash
we need income sheet for last 6 weeks of employment. If self employed need quarterly
statement or tax papers)
o Child Support: paid out and received in. (proof = court papers, printout from CSE pay
stubs. If none we will have family sign an affidavit)
o Social Security printout if receiving
o Any other income Parent may be receiving.
o If parent is in school we will need a copy of their full time schedule
o Picture ID and proof of Saint Lucie County Residency
 Log date, time of appointment into comments section of EFS
REMIND PARENT OF THE DATE, TIME, AND LOCATION AND WHAT TO BRING TO
APPOINTMENT. IF THEY DO NOT HAVE ALL THEIR DOCUMENTS THEY MAY NOT RECEIVE
SERVICES AND WILL HAVE TO RESCHEDULE
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Step Two: Appointment with Eligibility Specialist
*Greet the client and escort them back to your office. Remember to keep your scheduled
updated.
1. Complete process as in Initial Eligibility Section Steps 1 through 14.
2. Click on Determine Eligibility and Choose Redetermine.
3. F4 to execute will bring up the maintain screen Complete required fields. Click ok
4. Click on parent fees. Terminate current fees then f9 choose funding enter effect date, click ok.
5. Click on Child. Enter sibling discounts if necessary.
6. Complete forms: Application, Fee Agreement, Choice Application, Family Needs, Terms and
Conditions and Satisfaction Survey. (Copy a set for each child folder, one for the parent and one for
the provider)
7. Schedule next recertification appointment- Have parent initial application to confirm.
8. Enter history notes.
9. Escort the client to the door; show them where to place the satisfaction survey and point out
available informational brochures.
C: Terminations:
Terminations happen for various reasons. Families should be notified two calendar weeks prior to
termination, If the termination falls 14 days prior to their redetermination-if not the family will be
terminated on redetermination date.
1. A Center notified ELC that the child is no longer attending. (Follow steps below)
2. Parent has failed to recertify their eligibility. (Follow steps below)
3. Parent is no longer eligible for Protective Services. (Follow steps below except notify parent they
may qualify under income eligible.
4. Parent no longer qualifies as a bg3/bg5 client. (Workforce sends a termination notice). See if
parent qualifies under income eligible.
1. Go to CCMS Client Screen.
2. Search for the Client.
3. Click on Eligibility and then Terminate.
4. Select Family Member, Billing group and enter termination date and reason for term.
5. Click OK.
6. Enter History Note. Remember to document date and time of notification to parent/provider
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Important Steps to Follow:
Complete a Change of Status Form
Contact the parent and provider to notify of the termination. Document outcome on change of
status form
Place ELC-Change of Status notice in each child’s file and fax a copy to the provider. Obtain
confirmation from fax and place in file.
Place file in terminated file cabinet.
D: Transfers:
Provider
Step One: Walk in Appointment is acceptable.
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Pull up Parent in EFS using F11—F12
Check Parents status: are they still active? Do they need to recertify?
Ask Parents to bring in a $0 balance receipt and their drivers license
Step Two: Appointment with Eligibility Specialists.
*Remember to greet client and escort them to your office
Pull up Parent in EFS using F11—F12
Check parent’s information on parents screen
Go to child
Click on Provider Name
Go to Provider Transfer
Choose new provider F2
Enter Care Starting date. The date the child will start at the new provider
Terminate existing care on the date care will end at current provider
Enter OK
Return to Parent Screen
Enter appropriate history notes
Print out Application (have parent sign all forms)
Complete choice application, (one for each child)
Make a copy for each child’s folder, one for the parent and one for new provider. Escort client to the
door, point out available informational brochures
E. Funding Transfers:
BG3-BG5
BG5-BG8
BG1-BG8
Referral needed. Parent does not need to come in for an appointment
No referral needed. Parent needs to schedule appointment
No referral needed. Parent needs to schedule appointment
All requirements for eligibility must be met before a funding transfer can take place.
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F: Guardianship Transfers:
Guardianship transfers happen when a protective services child is placed with a new foster parent or
when a parent gives up parental rights to another person. Documentation on child custody should be
obtained before performing a guardianship transfer.
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EFS – Main Menu go to client on the top right side of the screen
Maintenance
Child Enrollment
F11-tab-enter child’s last name, first name- F12
Current Caregiver will be displayed. Write down the caregivers SS#. If only one child is
currently with this caregiver terminate using the termination option. If more then one child is
with the caregiver just terminate the parent fees. Remember to reopen the parent fees after the
child has been transferred.
Enter the New Guardian information into EFS up to the Children screen.
Main Menu
Maintenance
Transfer Child
Enter Child’s SS#
Current Caregiver will automatically be displayed
Enter New Caregivers SS#
Enter effective date of transfer
Hit OK (transfer successful)
Continue with enrollment process
Remember to enter appropriate history notes
G: Special Needs Children: The Americans with Disabilities Act (ADA) prohibits child care
facilities from denying admission based upon a child’s disabilities. The Child Care Provider may be
eligible for an increase in the amount paid to child care providers for providing child care
services to a child with special needs if:
 The child has a current IEP.
 The Primary Care Giver at the child care site reinforces the strategies outlined on
the IEP and incorporates these strategies into a daily lesson plan. These lesson
plans will be verified by the Early Learning Coalitions Resource Specialists.
 All IEP will be authorized by Inclusion Specialists, before a provider rate increase
is allowed.
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H: Suspected Fraud
If at any time during an interview the Eligibility Specialist suspects fraud is being committed the
following steps are to be followed:
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Review forms with the parent as they are being signed (make sure Fraud statement is
visible)
Review important information: marital status, income, household size (have parent write
statement regarding household size, income and whereabouts of absentee parents on
the fee agreement)
Review Terms and Conditions (make sure parent has signed off)
After the interview check the clerk of court website, 411, ACCESS and if needed the
work number for additional information regarding parent. Print findings.
Document concerns in the history notes section of EFS (print out a copy).
Hand deliver file to Manager and discuss concerns.
Manager will contact DFS and discuss case.
DFS will advise if case should be open.
If case is to be opened Manager will complete a 2013.
A case file is established along with adding the 2013 to the DFS Fraud log.
A copy of the Clients file is copied along with the 2013 for DFS.
DFS investigates the case.
Once a case is Opened, DFS will establish fraud period and request an Overpayment.
Department Manager will review case file and establish date the family became
ineligible for the program or determine if there was a change in parent fees.
If Eligibility is still active the services will be terminated with a two week notice of
termination. The case is not to be discussed with the parent.
File is given to the Fiscal Department who will then calculate the amount of funds paid
out since the family was determined ineligible for the program.
The CEO signs off on the overpayment amount and a copy is given back to DFS.
Repayment Agreements:
In situations where DFS confirms fraud has occurred but is unable to open due to low
restitution, the case will be processed through the repayment agreement process.
 DFS Confirms that fraud has occurred but refuses case due to low restitution.
 DFS shares findings and supporting documentation with Director of Family Services.
 Director of Family Services reviews case and establish dates of ineligibility or
determines if there were changes in parent fees.
 Director of Family Services meets with Fiscal Department to review findings.
 Fiscal Department calculates the amount of the overpayment.
 Department Manage Director of Family Services contacts the parent and schedules
an interview.
 During the interview DFS findings are shared and parent is given the opportunity to
sign a repayment agreement, Request an Administrative hearing, or have case
resubmitted to DFS.
 If the parent is still qualified for services and signs a repayment agreement services
will continue as long as the terms of the repayment agreement are being met.
34
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If parent requests an Administrative hearing (Appeal process/procedure will be
followed) services will continue until Appeal is final.
Director of Family Services will document outcomes.
Payments must be made in cash, money order or cashier’s check.
Director of Family Services will write a receipt for each payment received and
document payments in EFS.
All payments will be delivered to the Fiscal Department for further processing.
Once a month, DFS reviews all outstanding cases with the Department Manager for updates.
A data log is kept updated with: amounts of overpayments, opened/closed cases, dropped
cases, screened out cases and pending cases.
35
Early Learning Coalition
Of Saint Lucie County
Eligibility
&
CCR&R
Operating Procedures
1
Table of Contents
Confidentiality Page
3
Eligibility Categories Page
3
Ages of Children Served
3
Parent fees Page
3
Priority/Dis-enrollment Page
4
Income Types Page
5
Hours of Care Page
6
Purpose of Care Page
6
Status Changes Page
6
Redetermination of Eligibility Time Frames
Breaks in Employment Page
Eligibility Transfers Page
7
7
7
Termination of Services Page
7
Program Transfers Page
7
Parent Choice Page
9
School Readiness Child File Documentation
9
Waiting List Page
9
Fraud Procedures Page
9
Child Care Resource and Referral Page
10
Anti-Discrimination Policy Page
10
Complaint Policy Page
10
Conflict of Interest Page
10
Public Disclosure Page
11
2
I.
Confidentiality
All identifying information regarding children and parents/guardians is to remain confidential.
Names are not to be mentioned in open areas, in front of other clients or other agencies. Any
entity that requests information contained within a child’s file, who is not the custodial
parent/guardian, must have a signed release form from the parent/guardian with legal
custody. Department of Children and Families, Protective Services, or Protective Investigators
who walk into the Coalition office may be given information on a child at any time, provided
they show proper credentials. However, if a DCF/UFF worker calls for the information, they will
be instructed to fax a request of information to the eligibility department. The eligibility
specialist will collect and fax back the information. If the investigator is unable to fax, a phone
call will be made to DCF/UFF confirming the investigators cell phone number and then a call
will be placed back to the investigators cell phone. If a provider has a child enrolled at their
site, they may be given information about the parent or child, but only information that will
affect reimbursement (such as redetermination dates and parent fees). For additional
information regarding Confidentiality and public record requests, Staff should refer to the ELCHR Manual.
II. Commonly used Eligibility Categories
See School Readiness Eligibility Program Review Guide and OCA’s for a
complete listing of Priority Groups.
Note: Other funders may be used based upon board approval.
III. Ages of Children to be served
School Readiness - Children are to be between the ages of newborn up to age 13. School Age
enrollments for BG8-Econ will be depended upon funding.
IV. Parent fees
With the exception of VPK, all categories will be assessed a daily parent fee based on family
size and income. The parent fee will be determined based on sliding fee scale approved by the
local coalition. There is no parent fee for the Voluntary Pre Kindergarten (VPK) program.
Exceptions:
Parent fees for foster parents are based on the income of the child and have a family size of
one unless the children are related.
Relatives in the Relative Caregiver Program will pay a parent fee based on child’s income and
have a family size of one unless other children in household also receive relative funds and are
related.
Parents/Guardians who receive TANF child only funds will pay a parent fee based on child’s
income only and household size would be children only.
 3 siblings = family size of 3.
 3 non siblings (foster care or relative care givers=a family sizes of 1
3
A. Sibling Discounts:
For a family with more than one child receiving early learning services, the youngest child will
be assessed the highest parent fee (based upon household size/income). For each additional
child, the parent fee will be half of the fee assessed to the youngest child, regardless if the
child goes fulltime or part-time.
School Readiness providers/programs are responsible for collecting parent fees.
Providers should collect parent fees in advance of care being provided. The Early Learning
Coalition does require a paid in full receipt in order for a provider transfer to take place,
however, parents are only accountable for the last 30 days of parent fees.
V. School Readiness Priority/Dis-enrollment
A. Client Eligibility
1. Participation in the School Readiness program will be provided to children up to
kindergarten entry age and their siblings who meet income eligibility requirements (school age
enrollments are dependent upon funding). Refer to the OEL School Readiness Standard
Eligibility Review Program Guide and Local ELC Slot Management Policy. Services are extended
to children up to age thirteen (13) who are protective services and TANF.
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The Department of Children and Families/Devereux (or their designee) will determine
eligibility for the At-risk of Abuse and Neglect category and those families who meet
the criteria for the Rilya Wilson Act 2003. All qualified families will be referred to the
Coalition for services. BG1-11, BG1-14R, BG1-13, BG1-In, BG1-Out, BG3R)
Career Source of the Resource Coast will determine eligibility for Clients receiving
temporary Cash Assistance and clients who transition from a workforce program into
employment. All qualified families will be referred to the Coalition for services. (BG3TCAN TWAN WRC, BG5-TCC)
B. Enrollment Priority
(Based upon the slot management policy)

Priority I
Temporary Cash Assistance (TCAN, TCAW, WRC) Birth to age 13.

Priority 2
At-risk child from birth up to age 9; Protective Service (BG1-11D, BG1-Home, BG1Fam, BG1-11, BG1-14R, BG1-13, BG1-In, BG1-Out, BG3R)

Priority 3
Income Eligible, BG8-ECON, Bg3 28A. Birth-Kindergarten entry; may include siblings
ages kindergarten entry- the beginning of 6th grade. (BG3 28A TANF child only)

Priority 4
Transitional-BG5 TCC, Birth to Kindergarten entry.
4
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Priority 5
At-risk child from 9-13 years old; Protective Service (BG1-11D, BG1-Home, BG1-Fam,
BG1-11, BG1-14R, BG1-13, BG1-In, BG1-Out, BG3R)

Priority 6
Income Eligible, BG8-ECON. Younger than age 13; may include siblings ages
kindergarten entry- the beginning of 6th grade. A child who is eligible under this priority
whose sibling is enrolled under priority 3 shall be given priority over other children who
are eligible under this paragraph. (Contingent of approved funding).

Priority 7
Transitional-BG5 TCC, Younger than age 13.

Priority 8
Special Needs must be determined eligible as a student with a disability, has a current
IEP with the school district and is not younger than 3 years of age. Child will remain
eligible until he enters kindergarten

Priority 9
Child who is enrolled concurrently in Head Start and VPK
C. Dis-Enrollment (based upon the slot management policy)
School Readiness services, while critical to achieving federal and state policy objectives, are
not an entitlement or guaranteed for any class or group. The Early Learning Coalition of Saint
Lucie County agrees that dis-enrollment must be a last resort decision. It is the policy of the
Early Learning Coalition, to utilize a wide range of budget management strategies to maintain
fiscal integrity and balance, including the utilization of dis-enrollment of non-priority
participants as an option of last resort to maintain fiscal integrity.
If children must be dis-enrolled due to lack of funds, children will be dis-enrolled following the
slot management policy. Before children are dis-enrolled, the Office of Early learning will be
contacted and parents will be given a minimum of a 2 week written notice to find other
arrangements.
VI. School Readiness Income Types
The following income types are to be counted when calculating income:


Employment Wages and tips (6 weekly, 3 biweekly, 2 monthly, 3 semi-monthly)
current and consecutive pay stubs; completed verification of income form or signed
statement by the employer; self employed individuals should supply the most recent
years income tax (if they have owned their business for the entire tax year) or
quarterly tax statements, if unavailable to provide the above then the parent should
provide a current ledger/book with receipts showing business expenses and time sent
“on the job”. If a family uses a Verification of Income form Child Care Services will only
be provided long enough for the parent to obtain the full 6 weeks of current and
consecutive pay stubs.
Bonuses and overtime (determine frequency)
5
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Tips
Documented Child Support Received
Documented Alimony Received
Relative Caregiver funding
Social Security Benefits (SSA)
Supplemental Security Income (SSI) received by an adult (annual)
Worker’s Compensation Benefits
Unemployment Compensation Benefits
Veteran’s Benefits
Retirement Benefits
TANF (TCA, AFDC) Cash Assistance
Income from Non-Family Members Residing in Household over 18yrs old
Alimony recieved
Cash Gifts received regularly
Work Release Payments
Money received from an employer as an employee benefit for child care if paid directly
to the employee.
Foster Care road to Success funds
Tribal Trusts paid from New Revenues from gaming.
Payments received from a trust received on a monthly basis (special needs trust)
The following income types are not to be counted when calculating income.
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Food Stamp Benefits
Documented Child Support Payments paid out (will be deducted from family income )
Documented Alimony Paid out
Housing Assistance Payments from HUD and Utilities Expenses (issued directly to a
landlord)
SSI received by a child
Adoption subsidy Benefits
Economy Stimulus payments
School Loans or grants
Earned income of an 18 year old Enrolled full time in a secondary School
Earned income tax credits
One Time only gifts
Mileage
Work study
Foster Parent Monthly Allotments
RCG Payments
Housing Allotments
Independent Living Grant
Lump Sum settlements
Military Housing BAH(basic allowance for housing) BAS(basic allowance for subsidence)
Sales of personal assets
VISTA (volunteers in Service to America) Payments
Ameri Corps Stipends
Earned income tax
Money borrowed with an established payment plan.
State and territory tax credits (tribal trusts paid per capita –received twice a yr.
VII. Hours of Care
6
School Readiness: Parents will be given hours of allotment for School Readiness based on
work/school hours. Less than 5.999 hours a day will be considered part-time care. 6 or more
hours a day will be considered full-time care.
Voluntary Prekindergarten: The fall Voluntary Prekindergarten program session offers 540
hours of care to each eligible child. The Summer Voluntary Prekindergarten program session
offers 300 hours of care to each eligible child. A child may only attend one Voluntary
Prekindergarten session unless the child qualifies for an extreme hardship.
Voluntary Prekindergarten/School Readiness (WRAP AROUND CARE) Children enrolled
in the Voluntary Prekindergarten program and school readiness concurrently will receive part
time care if the wrap around care is less than 5.999 hours and full time care if the wrap
around care is more than 5.999 hours. The school readiness reimbursement for children
enrolled in both VPK and School Readiness will be at the FTV or PTV rate.
VIII. School Readiness Purpose of Care
A Reason or purpose a family has for needing or obtaining subsidized child care; family must
meet the purpose of care requirement in order to receive child care, as well as meet income
requirements. Remember, you cannot include travel time to meet minimum purpose of care.
Parents who are on Maternity may not enter the subsidized child care program.
Examples of purpose of care include:
 Employment/Education/Job Training of 20 hours or more per week single parent
household or 40 hours combined in a 2 parent household.
 At Risk (protection, employment, therapeutic purpose, homeless, domestic violence).
 Welfare Transition/transitional child care(TCCC, employment, Welfare Transition
participation)
 You may factor in hours for sleep if a parent works the night shift and child is under
school age.
 Exempt from work due to age: a physician licensed under chapter 458 or 459 F.S.
should determine and document the disability unless the parent received SSI/SSA due
to age.
IX. Status Changes
A parent/guardian must notify the coalition within 10 calendar days of any changes in
employment, school, income, family size, or marital status. The parent/guardian may then be
required to re-determine their eligibility. Failure to report changes may result in termination of
services.
X. Re-determination of Eligibility Time Frames
Re-determination dates will vary. For parents/guardians who are missing part of or all of
their current and consecutive six weeks of income will need to provide a verification of income
form and have their eligibility re-determined in 6weeks. This will allow parent/guardian time to
collect 6 weeks of current and consecutive paystubs. Parents/Guardians who fail to have six
weeks of income at this time (if there has been no status change) are at risk of termination of
services. For parents/guardians who have current and consecutive six weeks of income, they
will have their eligibility re-determined at either 1 year or 6months (1/2 of the unit determines
for 6 months the other ½ for one year-sides change monthly- this will allow ELC to meet the
50% random sampling ) depending upon where they fall on the eligibility schedule unless the
authorization for child care services provided by a referring agency provides a date earlier or
greater than 6 months
7
XI. Breaks in Employment
If reported on time, a family shall maintain eligibility for financially assisted early learning
services with certain breaks in employment. These are:
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Breaks in employment which will be re-established within 60 calendar days. Services
are reimbursable during this time. Parent must bring in last paystub from previous job
and first paystub and VOI from current job.
Break in employment for up to 60 calendar days for a temporary disability, due to
medical reasons, including maternity leave, if determined medically necessary and
documented by a physician licensed under Chapters 458 or 459, Florida Statutes.
Services are reimbursable during this time. Care maybe extended based upon the
physicians statement regarding length of temporary disability.
An interruption in employment, with an option to return to that employment; including
such circumstances as: seasonal employment or school system related employment.
Services are considered suspended until employment resumes. Services are not
reimbursable. Care may be re-established upon resumption of employment.
ALWAYS DOCUMENT BREAKS IN EMPLOYMENT IN THE HISTORY NOTES-EFS
XII. Eligibility Transfers
If funding permits, Parents/guardians may be rolled into other funding categories as their
eligibility changes in order to promote continuity of care. Previous Cash Assistance clients may
be rolled into a Transitional Child Care category with a child care authorization form.
Transitional Child Care clients may be rolled into an income eligible category when their child
care authorization expires and if they meet the eligibility guidelines. TCC eligibility should be
for a maximum of two years unless noted otherwise by referring agency. Protective Services
clients with 6 month referrals who are employed or in school may be rolled into an income
eligible category when their child care authorization form expires and their case is considered
closed by the referring agency if they meet the eligibility guidelines. The income eligibility
category will be a last resort for clients. Clients who are eligible for other eligibility categories
will not be put in an income eligible category.
XIII. Termination of Services
Parents/guardians who fail to meet their eligibility redetermination time frame or who fail to
report status changes within 10 calendar days will have their School Readiness Services
terminated. Prior to the termination of services for any parent/guardian who is under a child
care authorization form from a referring agency, an Eligibility Specialist will notify the Case
Manager, Parent and Provider of the termination of services.
A parent/guardian’s services will also be terminated due to failure to pay their parent fees. It
is the responsibility of an early learning Provider to report any nonpayment of parent fees.
XIV. Provider Transfers
If a parent requests to be transferred to another child care provider, the parent must submit a
paid in full receipt prior to the transfer or with supervisory approval, the Eligibility Specialist
may contact the program from which the child will be leaving, obtain verbal information
8
regarding any outstanding balances or fees owed. If the parent/guardian still owes a parent
fee assessed by the Coalition then the parent will not be allowed to transfer their child. A
transfer can only take place once the parent fee has been paid or the program has come to a
written agreement with the parent. Failure to comply with this agreement may result in
termination of services.
The parent will only be held responsible by the Coalition for the last 30 working days of Parent
Fees in order to transfer. This should be documented in the form of a zero balance statement
all transfers will be recorded and documented in the client’s eligibility file, including telephone
communications.
XV. Parental Choice
All parents/guardians participating in the VPK or School Readiness programs will be given a
choice from a variety of programs where their child can be placed. Parents will be given full
choice. School Readiness parents will complete a choice application form. No
recommendations will be given. The parent will receive Child Care Resource and Referral
services to assist in making an educated decision on where they want their child to attend (see
Child Care Resource and Referral for more information).
XVI. School Readiness Child File Documentation
Files are kept under individual child’s name. Corrections will be crossed through and initialed
using a pen. The following items are to be included in the eligibility file:
Right Side of Folder
Top to Bottom
□
□
Enrollment Form
□
Income Worksheet
□
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Referral
Income Activity/Documentation –
□
Pay Stubs (20 hrs.a week)
□
Verification of Income Worksheet
□
Employment Letter
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Child Support
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TANF
□
SSI
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Financial Information Release
□
Other:_____________________
10 Day Reporting Form
Needs Assessment
Choice Application
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Left Side of Folder
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Checklist
Permanent Record Section
Drivers Licenses/ID
Social Security Card/not required
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Proof of Age (Birth Certificate)
Divorce/Separation Documentation
if necessary)
Proof of Guardianship/Custody
□
XVII. Waiting List
The Coalition will maintain a waiting list of all eligible families using the Family Portal Wait List.
Parents may apply for School Readiness Services online via the Family Portal at
9
Title: SR
Date of Approval: November 3, 2004
Revised Date: August 12, 2009;
Revised Date: October 5, 2009 per AWIOEL
Revised Date: January 5, 2011
Funds Management/Disenrollment of Children from School Readiness Services
Policy: To ensure the Early Learning Coalition of Saint Lucie complies with the Early Learning Grant Agreement for
Projected Deficit and Disenrollment of Children from School Readiness Services.
Summary: The Coalition is responsible to ensure proper notice is given to the Office of Early Learning, Clients and
Providers prior to disenrolling a group of children from School Readiness services due to a projected funds deficit or the
client’s failure to meet program requirements. School Readiness services, while critical to achieving federal and state
policy objective, are not guaranteed. It is the policy of ELC Saint Lucie to utilize a range of budget management strategies
to maintain fiscal integrity and balance, including the possibility of slot management of non-priority participants as an
option of last resort, to maintain fiscal integrity. The coalition has established enrollment priorities amongst the
subsequent priority eligibility groups in descending order, beginning with the highest priority, in accordance with Florida
Statutes. Section 1002.87(1) FS, establishes priority eligibility groups in the School Readiness Program. Priority must first
be given to:
• A child younger than 13 years of age from a family that includes a parent who is receiving temporary cash
assistance under Chapter 414, FS, and subject to the federal work requirements.
• An at-risk child younger than (9) years of age.
• A child from birth to the beginning of the school year for which the child is eligible for admission to
kindergarten in a public school who is from a working family that is economically disadvantaged.
• Section 1002.87 (1) FS, further defines other priority groups which are eligible for participation in a School
Readiness Program.
Procedure:
1. The coalition shall make written notification to OEL at least 48 hours prior to the initiation of formal consideration
by the board to disenroll a group of children from early leaning programs due to a projected funds deficit.
2. The coalition shall make written notification to OEL at least five (5) business days prior to taking action to notify
provider or families of a determination to disenroll a child from early learning programs due to a projected funds
deficit. The coalition shall submit the notification to OEL with a copy of two most recent monthly use analyses
and identify the enrollment priority group from which the coalition plans to disenroll children due to a projected
funds deficit and the projected number of children the coalition plans to disenroll with the enrollment priority
group.
3. The coalition shall make written notice, which includes the effective date of the child’s disenrollment, to any
affected child’s parent or guardian at least two (2) weeks before the coalition disenrolls the child from the School
Readiness program.
a. An at-risk child may not be disenrolled from the program without the written approval of the Child Welfare
Program Office of the Department of Children and Families or the community-based lead agency.
b. If a referring agency requests for services to be terminated in a time frame that is less than two weeks
because of the client’s failure to meet the referring program’s requirements, then the coalition should
adhere to the request of the referring agency to terminate services.
Page 1 of 2
4. The coalition shall make written notice to any affected child’s SR provider at least two weeks before the child is
disenrolled from the SR program due to a projected funds deficit, a participant’s failure to meet eligibility or
program participation requirements, fraud or a change in local service priorities, which includes the effective
date of the child’s disenrollment.
5. The coalition prohibits the disenrollment of groups of children for any reason other than preventing a deficit or the
failure to comply with eligibility requirements.
6. The coalition disenrolls children in order, pursuant to Section 1002.87(7), FS, which states, the coalition may allow
for the disenrollment of a distinct subgroup within an enrollment priority (e.g., a school-age child older than a
specific age). The Coalition disenrolls the children in reverse order of the eligibility priorities, beginning with
children from families with the highest family incomes.
7.
If applicable, the coalition will submit a plan amendment to OEL. The coalition must receive written approval of
the submitted plan amendment from OEL prior to disenrolling children.
Guidance for Additional Funding Sources
In the event the Coalition receives additional federal, state or local funding designated for the school readiness program,
the Coalition will follow guidance associated with the funding and obtain Board approval, if necessary.
Page 2 of 2
___________________________________________________
Child’s / Children’s Name
EARLY LEARNING COALITION
Please initial each item to verify agreement.
____
I understand my right to a translator. One will be provided if requested.
____
I certify the information given in the application is true and complete to the best of my knowledge. I understand that, if I knowingly give wrong
information or fail to update any of the listed information, I am liable for prosecution under state law. The Early Learning Coalition will
investigate suspected fraud cases. I also authorize release of information to OEL and DFS in cases of suspected fraud.
____
I agree to provide written notification of all changes within 10 calendar days of their occurrence.
Failure to report these changes will result in termination of services.
____
I agree that necessary information concerning my child may be released to other appropriate agencies.
____
I understand discrimination is illegal and I will not be denied services because of race, national origin, ethnic background, age, sex, disability,
religion or politics. If you think you have suffered discrimination, you may contact the state (850) 921-3205 or federal government (404) 562-7886.
____
I understand that immigrant parents may apply for benefits for their US citizen or qualified legal immigrant children, even though the parents may
not qualify for benefits.
____
I understand Social Security Numbers (SSN) are not required for child care eligibility. If I voluntarily provide my SSN, it or an assigned
identification number will be used to maintain confidentiality, collect data, and establish a unique identifier.
____
I understand I have the right to request a fair hearing if found ineligible for a service, if a service is terminated, suspended or reduced, or if I am
dissatisfied with any service provided by the Early Learning Coalition of St. Lucie County.
____
I give consent for release of information to the Department of Children and Families and/or the Division of Financial Services/ Division of Public
Assistance Fraud and/or the Office of Early Learning/local Early Learning Service Provider to request all information relating to my eligibility for
the receipt of medical benefits and/or payments by the Social Security Administration and to make inquiry into all statements or information given
in the application.
____
For all children not enrolled in elementary school, the Early Learning Program will provide developmental, behavioral and health screenings. I
understand that my child care facility will provide the results of the screenings. If I choose to opt out of these screenings I must complete Forms
OEL-SR 24 & ELCSLC-24A.
____
I understand I am responsible for the payment of any assessed fee (i.e. parent fees). Non-payment of parent fees may result in termination of child
care services.
____
I understand the selected facility must allow me to visit my child(ren) while they are in care.
____
I understand that my child is expected to attend the chosen program every day and that 5 consecutive unexcused days of absence will result in
dismissal from the program. It is the parent’s responsibility to contact the program when their child is ill or unable to attend.
____
I understand that Early Learning services are strictly based on client’s eligibility, availability of funds, and enrollment priorities. These services are
not an Entitlement.
____
The child care agency has the right to initiate and/or receive data either through direct contact or an automated data exchange process to establish
the validity of household information provided by the applicant/recipient to receive program benefits. This will include but not necessarily be
limited to: social security benefits, birth dates, immunization status and/or all sources of potential and reported earned and unearned income
sources. (Employment records, unemployment benefits, TANF, Child Support, etc.)
____
I understand I have a right to confidentiality of my child’s information and I have the right to inspect, review and request a copy of my child’s SR
record.
By signing I acknowledge I have read and agree to all terms and conditions stated above.
________________________________________________
Parent/Guardian Signature
________________________
Date
________________________________________________
________________________
Date
White: Coalition
Canary: Provider
Pink: Parent
English
SRC005 – 01 2012
EARLY LEARNING COALITION OF ST. LUCIE COUNTY
Choice Application
Complete One for Each Child
Child’s Name: ________________________________________________________
( ) New Enrollee ( ) Recertification
( ) Full Time
( ) Part Time
I was offered a choice of child care settings:
□Yes
□No
I would like my child to attend: _____________________________________________
Please carefully choose the school which your child is assigned to ensure it meets your
needs.
( ) Transfer
( ) Full Time
( ) Part Time
□Yes
□No
I was offered a choice of child care settings:
I would like my child to attend: _____________________________________________
The reason I have chosen to transfer my child is:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
The Coalition will pay for child care services in accordance with the information
provided below.
I understand child care services are directly related to my schedule. I also understand I
will be responsible to pay any additional fees for child care services which extend
beyond these times. I understand it is my responsibility to notify the Coalition if my work
schedule changes.
Work Schedule
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Time In
Time Out
My travel time from the child care provider site to work and back is: ________(minutes)
____________________________________
Parent/Guardian Signature
________________________
Date
____________________________________
Eligibility Specialist Signature
________________________
Date
ELC033 – 04/23/13
Policy Number: ELCSLC-FI-____
Date of Approval:
Title: Provider Pay Rate Implementation
Policy: To ensure the Early Learning Coalition of St. Lucie County is in compliance with s.1002.85(2)(c)(7)
F.S. with implementation of provider payment rates.
The coalition considers the average market rate schedule in adopting a provider payment rate schedule and
the projected number of children the coalition will serve. The provider payment rate schedule is based
exclusively on the prices charged for child care services.
At a minimum, the provider payment rate schedule includes:
AF
T
Differentiate rates by type, including child care provider who holds a Gold Seal Quality Care
designation under s. 402.281, F.S.; a child care facility licensed under s. 402.305, F.S.; a public or
non-public school exempt from licensure under s. 402.3025, F.S.; a faith-based child care facility
exempt from licensure under s. 402.316, F.S., who does not hold a Gold Seal Quality Care
designation; a large family child care home licensed under s. 402.3131, F.S.; or a family day care
home licensed or registered under s. 402.313, F.S.
Differentiate rates by type of child cares services provided for children with special needs or risk
categories, infants, toddlers, preschool-age children and school-age children.
Differentiate rates between full-time and part-time child care services.
Consider discounted rates for child care services for multiple children in a single family.
R
Reimburse informal child care arrangements at no more than 50 percent of the rate adopted for a
family day care home.
Increase:
o
o
D
Provider payment rate schedule changes in the form of an increase or decrease may be implemented for any
of the following, taking into consideration how a decrease or increase will impact the coalition’s financial status
and to further align with the market rate schedule.
An increase in Notice of Award
Provider rate not aligning with market rate schedule
Decrease:
o
o
A decrease in Notice of Award
To prevent a deficit
The coalition must submit the provider payment rate schedule to the Board and the Office of Early Learning
for approval prior to implementation of any changes.
Reimbursement Time Frames
Providers are required to submit Enrollment/Attendance Verification forms on or before the 3rd business day
of the month following when services were provided. If the due date falls on a holiday, the
Enrollment/Verification form will be due the preceding business day. Early learning programs are paid when
Page 1 of 2
the state funds become available and with a valid Enrollment/Attendance Verification form. Enrollment/
Attendance Verification forms submitted late will be processed for payment the following month.
The provider must report any discrepancy, overpayment, or underpayment within sixty (60) calendar days of
transmission of the reimbursement receipt. Reported changes must include supporting documentation.
Discrepancies validated by the coalition will be corrected for reimbursement purposes.
Reimbursement Rates
Programs are reimbursed based on the Coalition’s approved provider payment rate schedule. Programs are
reimbursed for children in attendance 6 or more hours per day at a full-time rate. Programs are reimbursed for
children in attendance less than 6 hours a day at a part-time rate. Programs are reimbursed for children
attending both the VPK program and SR based upon the VPK wrap care formula as prescribed by OEL.
Programs are not reimbursed for a full-time rate if the parent/guardian is only allotted a part-time rate based
on work or school hours. If a child is in attendance for longer than the parent/guardian’s allotment of hours,
the child care provider can hold the parent/guardian responsible for the difference in payment, and tuition and
other fees.
Reimbursement to Gold Seal Programs
Reimbursement of Holidays
AF
T
Programs that are recognized as Gold Seal by the State of Florida are entitled to a higher rate of pay. This
rate is calculated up to 20% above the reimbursement rate provided the rate does not exceed the provider’s
private pay rate.
R
Providers sub-contracted with the Coalition to provide full or part-time care are paid for 12 holidays of their
choice. Those days are designated for payment by pre-printing an “H” on the attendance sheets. Handwritten
“H’s” are not accepted for payment and only Coalition approved holidays will be reimbursed. A provider may
not utilize a child’s absence for reimbursement purposes due to center closure of additional days during the
holidays. Extended day providers are not reimbursed for holidays. A recognized holiday shall not be counted
as an absence for purposes of reimbursement.
Reimbursement of Absences
Reimbursement shall be authorized for no more than three (3) absences per calendar month per child
except in the event of extraordinary circumstances in which case the coalition or its designee shall
provide written approval for payment based on written documentation provided by the parent
justifying the excessive absence for up to an additional three (3) days. Extraordinary circumstances
does not include vacation or recreational time. Total monthly reimbursed absences shall not exceed
six (6) calendar days. Examples of extraordinary circumstances include the following:
• Hospitalization of the child or parent with appropriate documentation (.i.e., doctor’s note,
hospital admission);
• Illness requiring home-stay as documented (doctor’s note, parent statement);
• Death in the immediate family with appropriate documentation (i.e., obituary, death
certificate, parent statement)
• Court ordered visitation with appropriate documentation (i.e., court order); or
• Unforeseen documented military deployment or exercise of the parent(s) (i.e., military orders
of deployment, reserve duty).
D
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Early Learning Coalition of St. Lucie County, Inc.
Date of Approval: August 6, 2008
Revised: June 26, 2012
Revised: September 17, 2014
Title: Contract Development and Responsibility
PURPOSE:
To ensure that contracts have been properly developed and reviewed prior to presentation to the Early
Learning Coalition of St. Lucie County or authorized official for approval. This policy provides guidance
for the development and responsibility of Coalition contracts.
AUTHORITY:
 Grant Agreement between the Office of Early Learning and the Early Learning Coalition of St.
Lucie County
 Sections 287.057(5) and (19), F.S., which delineate coalition have written operating procedures
specifying the contract management system, including, but not limited to, the review and approval
of the contract documents and amendments.
 Section 287.058, which specifies the minimum elements required for all contracts that are
Category Two and above and also includes requirements related to appropriation, payments and
penalties.
 Section 215.971, which specifies requirements for contracts funded with federal or state
assistance.
 Chapter 1002, F.S., which created the Voluntary Prekindergarten Education Program
 Chapter 411.01, F.S., which addresses the School Readiness Act
 Chapter 6M-8, which provides guidance for the Voluntary Prekindergarten Program
 OMB CircularA-110, Appendix A states that all federally funded vendor contracts must contain
the following provisions: Equal Employment Opportunity, Copeland “Anti-Kickback Act, DavisBacon Act, Contract Work Hours and Safety Standard Act, Clean Air Act, Byrd Anti Lobbying
Amendment and Debarment and Suspension.
BACKGROUND:
OEL requires each coalition maintain written operating procedures specifying the contract management
system, including, but not limited to, the review and approval of contract documents and amendments.
DEFINITIONS:
1. Contract means (a) a deliberate verbal or written agreement, including all of its attachments and
exhibits, between two or more competent parties to perform or not perform a specific act or acts (b) any
type of agreement regardless of what it is called for the procurement or disposal of supplies or services.
2. Core Contract means the portion of the contract developed by OEL or the local Coalition. No changes
to the Core Contract can be made unless prior approval from OEL is received.
3. Fully Executed Contract means a formally executed contract that has been signed (executed) by all of
the parties to the contract.
4. Contractor means any person or entity having a contract with the Early Learning Coalition of St. Lucie
County.
5. Contract Manager means an individual(s) assigned to be responsible for the day to day responsibility of
managing/monitoring the contract.
POLICY:
The general contract policies as described below shall apply to all departments of the Early Learning
Coalition of St. Lucie County.
I. CONTRACT RESPONSIBILITY: The CEO or his/her designee shall assume primary responsibility
for contract development and is responsible for authorizing payments, for ensuring compliance with the
terms of the contract, and for follow up in cases of noncompliance.
Page 1 of 4
II. CONTRACT DEVELOPMENT: The CEO shall identify the department manager or other identified
staff who will be responsible for developing the contract's technical content in accordance with appropriate
federal and state statutes, laws, or regulations.
The proposed contract must be submitted as a regular agenda item at a meeting of the Board of the Early
Learning Coalition of St. Lucie County for review and approval prior to its execution.
III. GENERAL CONTRACT REQUIREMENTS: The following policies shall be effective for all
formally executed contracts by or on behalf of the Early Learning Coalition of St. Lucie County.
A. Contract Execution: Authority to execute contracts/purchase orders behalf of the Early
Learning Coalition of St. Lucie County is outlined in the Coalition’s Procurement policy
ELCSLC-FI-02.
All contracts are subject to cost analysis, the process of reviewing and evaluating a detailed budget
to determine the allowability, allocability, reasonableness, and necessity of each cost element.
All contracts must be in writing, no verbal arrangements are allowable, valid or enforceable.
All contracts funded with federal or state assistance must contain the following elements:
1. Terms and Conditions
2. Specific Scope of Work-establishes the tasks to be performed
3. Specific Deliverables- received and accepted in writing by the awarding entity before
payment. Deliverables must be directly related to the scope of work, specify the required
minimum level of service to be performed and include criteria for evaluating the
successful completion of each deliverable.
4. Financial Consequences for Non-compliance and Non-performance – financial
consequences that apply if the minimum level of service required by the contract is not
achieved
5. Standard audit language
6. Availability of all records for inspection
7. Timing, nature, substance of all reports
8. Disposition of property
9. Payment Terms
Contracts will be monitored from two aspects
 Programmatic determines compliance with terms and conditions, and service deliveryrelated requirements.
 Fiscal determines if funds have been accounted for and used appropriately by the service
provider.
All contracts must outline and clearly state the payment terms. All contracts must contain
sufficient and proper documentation to support that the services were completed and received.
B. Contract Maximums: All contracts which obligate the Early Learning Coalition of St. Lucie
County to pay for goods and/or services shall indicate a total contract amount to be paid.
C. Effective Dates: The contract must contain an effective date. Unless otherwise provided in the
contract document, the effective date will be the date of execution by the Early Learning Coalition
of St. Lucie County. The completion date or time of performance must be indicated in the contract
document. Expenses incurred or services rendered prior to the effective date of the contract will
not be paid.
D. Budget Sufficiency: Sufficient appropriations must be available at the time of contract
execution to encumber the contract amount.
E. Advance Payment: No Early Learning Coalition of St. Lucie County contract shall provide for
any payment prior to the receipt and acceptance of the goods or services represented by that
Page 2 of 4
payment, except for rent or lease payments, some specific mini-grants awarded, membership and
subscriptions, unless specifically authorized in regulation, statute or law.
F. Documentation Requirements for Payment to Vendors: All requests for payment shall be
accompanied by documentation sufficient to establish the amount of goods and services delivered
to incur payment and obligation of the Early Learning Coalition of St. Lucie County to pay. Refer
to Coalition Policy for Cash Disbursement policy ELCSLC-FI-03.
G. Final Payments: Final payments on a contract may be made without further approval by the
Board provided the work is completed and/or goods have been received and accepted in
accordance with the contract (including subsequent amendments.) Payment shall not be made for
services rendered or goods received after the expiration date or completion time of the contract
without the CEO approval, even though the total amount of the contract has not yet been
expended.
H. Negotiation of Fixed Price (Lump Sum) Contracts Which Involve Reimbursables: These
types of contracts are not permitted.
I. Contract Execution: The CEO or his/her designee preparing the contract shall ensure that such
contract is properly executed and legally binding. The following shall be the minimum
requirements undertaken:
a.
Identify the type of entity and its exact legal name.
b.
Verify the authority of the person who will sign the contract.
c.
Ensure that the contract is complete (includes all pages, all blanks filled in, all references
to exhibits correct and sequential and all exhibits attached) and properly executed.
J. Correct/Current Core Contracts: The correct and current applicable core contracts shall be
used.
K. Termination: The contract should contain language stating that the Early Learning Coalition
of St. Lucie County shall have the right to "terminate" the contract for any one of the following
reasons:
1. Lack of funding
2. Cause (contractor default)
3. Convenience of the Early Learning Coalition of St. Lucie County
L. Non-appropriations: Any contract extending beyond the fiscal year in which it is executed
should include an annual appropriation clause wherein the contract may be terminated should
funds not be appropriated for that purpose in any subsequent fiscal year. Suggested wording is as
follows:
"The Early Learning Coalition of St. Lucie County’s obligation to pay under
the terms of this contract is contingent upon an annual appropriation by the
Legislature and the Office of Early Learning.”
M. Insurance: Insurance requirements must be adequate to protect the Early Learning Coalition
of St. Lucie County, and verified by the Fiscal Department in accordance with fiscal policy
ELCSLC-FI-01.
N. Attorney’s Fees Provisions: No Early Learning Coalition of St. Lucie County contract shall
contain provisions requiring the Early Learning Coalition of St. Lucie County to pay any costs or
expenses of another party related to litigation, dispute resolution or otherwise including, without
limitation, prevailing party attorney’s fees provisions.
O. Identification: All parties must be correctly identified. All Early Learning Coalition of St.
Lucie County contracts must be with "Early Learning Coalition of St. Lucie County, Inc. and not a
Page 3 of 4
particular individual or department. Contracts should state the name and/or title of the Early
Learning Coalition of St. Lucie County's authorized representative or Contract Manager.
P. W-9: All contractors must submit a completed W-9 form indicating either their Federal Tax ID
Number or Social Security Number. W-9 information will be kept confidential.
IV. SPECIAL REQUIREMENTS FOR SPECIFIC TYPES OF CONTRACTS:
 Sole Source and Professional Service Contracts are outlined in ELCSLC-FI-02, Procurement
Policy
A. Amendments/Modifications:
1.
2.
3.
4.
5.
6.
7.
No amendments, extensions, change orders, can be made after a contract has expired, all
the funds have been used, or all contracted services have been delivered.
Contracts for commodities or contractual services may be renewed for a period that may
not exceed three years or the term of the original contract, whichever period is longer
(287.057(13), F.S.)
Renewals must be in writing and subject to the same terms and conditions of the original
agreement. Contingent on satisfactory performance evaluations and availability of funds.
Agreements procured by exceptional purchase pursuant to Section 287.057(3)(a) and
(3)(c) may not be renewed.
Competitively procured contracts must include the option to renew in the original
solicitation. Bids/Proposals submitted mjst include the price for each renewal year.
Additional compensation is onl allowable for additional services (Section 215.425, F.S.)
If additional services exceed $35,000, then an appropriate procurement method must be
used.
B. Inter-local, Interagency and Grant Agreements: This policy shall not supersede existing or
subsequent policies, laws or regulations regarding inter-local, interagency or grant agreements.
C. Waiver of Policies: No contract shall be presented to the Board of the Early Learning
Coalition of St. Lucie County for approval unless the contract complies with the mandated
provisions of this policy.
D. Fully Executed Contracts: Copies of all fully executed contracts must be submitted to the
Fiscal Department within five (5) business days after fully executed.
Page 4 of 4
Procedure Number: ELCSLC PG-17
Approval Date: October 3, 2007
Revised Date: February 1, 2009
Revised Date: November 1, 2011;
Revised Date: January 2, 2014;
Revised Date: February 1, 2014;
Revised Date: July 1, 2015
Title: School Readiness Program Monitoring
Objective: To verify standards prescribed in ss. 1002.82 and 1002.88 are being met using Form OEL
SR-20M tool for annual sample size for providers.
Coalition Monitoring Schedule: Monitoring will be conducted, at a minimum, on an annual basis.
Action
g
Responsible Party
R
ev
3.
is
2.
1a. Director of Programs, or designee, will create a site-specific quarterly
monitoring schedule for School Readiness providers according
to Attachment B in OEL SR-20M monitoring tool.
1b. Director of Programs, or designee, will email notification 2 weeks
prior to scheduled quarter to each director on monitoring list.
Fiscal Department
2a. Prior to monitoring, a fiscal designee will provide Resource
Specialist with specifics of selected information to be collected for
applicable sections of monitoring tool.
Program Department 3a. Resource Specialist will conduct on-site monitoring visit using
assessment activity found on OEL SR-20-M tool. Information
collected will be given to appropriate department for review.
3b. Director of Programs, or designee, will email draft report to provider
within 45 business days of monitoring date. Providers will be given
15 business days to respond to draft report. If no response is given,
final report emailed to provider.
3c. Director of Programs, or designee, will communicate provider
response to appropriate ELC department and emailed response will
be provided within 15 business days of provider response.
Program & Fiscal
4a. Final report and any applicable corrective action plan will be emailed
Departments
to provider within 30 business days of final ELC response.
in
1. Program Department
4.
Procedure Number: ELCSLC-HR-01
Date of Approval: April 12, 2001
Revised Date: April 5, 2006
Title: Grievance Procedure
Purpose: The purpose of this procedure is to secure equitable solutions to problems which may
arise resulting from actions taken by the Early Learning Coalition of St. Lucie County.
Definitions: The term “Grievance” shall be defined as a written allegation by a grievant that a
complaint, dispute, disagreement, or difference exists between the grievant and the Early
Learning Coalition of St. Lucie County. The term “Grievant” shall mean a participant,
contractor, employee and other interested persons filing a grievance(s). The term “Coalition”
shall mean the Early Learning Coalition of St. Lucie County.
A.
The Grievant: The lodging of any grievance shall be the right of any participant,
contractor, employee and other interested persons. If the Grievant institutes this
grievance, he/she waives all rights to use any other procedure relating to his/her
grievance.
B.
The Grievance Committee: This committee shall consist of the Executive Committee and
two (2) Coalition members. Any three (3) may be randomly called to conduct a hearing.
C.
The filing of a grievance shall not suspend any actions taken by the Coalition.
D.
A grievance may be withdrawn at any level, but the same grievance may not be filed a
second time by the same party.
E.
Time Limits: Since it is important that grievances be processed as rapidly as possible,
strict adherence to the time limits as expressed in paragraph G shall be required.
F.
The Grievant shall have the right of representation at each step of the grievance
procedure and the Grievant shall be required to be present at each step. The Grievant
shall have the right to present the grievance(s) in writing to the Chief Executive Officer
of the Early Learning Coalition at 804 South 6th Street, Fort Pierce, Florida 34950. Such
grievance may be adjusted through communication with the Chief Executive Officer and
the Grievant. In the event the Grievant agrees that the grievance has been satisfactorily
resolved through the intervention of the Chief Executive Officer, then the grievant shall
sign a statement to that effect and the grievance shall be extinguished.
G.
The statement of grievance shall state in writing the facts giving rise to the grievance and
the specific relief and/or remedy sought. Such grievance must be filed within twenty (20)
days of the occurrence of the alleged action, or within twenty (20) days after the grievant
should reasonably have had knowledge of the alleged action, but in no case may a
grievance be filed six (6) months after the occurrence of the grievance. The Grievance
Committee of the Early Learning Coalition shall have twenty (20) days after receipt of
the grievance in which to hold a conference or hearing with the Grievant, if the grievance
has not been resolved by the Chief Executive Officer of the Early Learning Coalition.
The Grievant shall have the right to have present at such hearing a representative if
he/she chooses. The Grievant and any other interested party shall be permitted to present
oral testimony and any documentary evidence. The Grievance Committee may request
testimony from other witnesses. The Grievant and any other interested party shall have
the right to cross examine any witness presenting evidence including the Grievant. The
Grievance Committee may also inquire of any witness. A written decision from the
Grievance Committee must be rendered within ten (10) days after the conclusion of the
hearing. A recommendation from the Grievance Committee will be presented to the
Board. The board shall have final approval. Copies will be sent to the Grievant and any
other interested party.
Attachment V.A. St. Lucie County will be doing the following in order to solicit public input for our final plan: D
R
AF
T
1. Posting the information and requesting public input on our website;
2. Sharing the information and request any input at the all provider meetings; and
3. Requesting that our board obtain public input using avenues available to them.

ELCSLC 2015-16 Coalition Plan Draft

Transcription

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