CommunityChildCareCouncil(4Cs)

ofAlamedaCounty

ProvidingServicestoFamilies,ChildrenandChildCareProfessionalssince1972

SubsidizedChildCare

ProgramGuide

Revised12/2015

TableofContents4Cs Locations, Hours and Services ............................................................................. 2 

Welcome .................................................................................................................... 3 

Definitions .................................................................................................................. 4 

Description of Subsidized Child Care Programs ......................................................... 7 

Program Requirements .............................................................................................. 9 

Eligibility ................................................................................................................ 10 

Need For Services .................................................................................................. 10 

Initial Enrollment ................................................................................................... 13 

Recertification ....................................................................................................... 13 

Application Update ................................................................................................ 14 

Reporting Changes ................................................................................................ 14 

Limited Term Services Leave ................................................................................. 15 

Child Care Authorization .......................................................................................... 16 

Notice of Action ..................................................................................................... 16 

Child Care Certificate ............................................................................................. 16 

Family Fees ............................................................................................................ 17 

Choosing Child Care ................................................................................................. 18 

Parental Choice ..................................................................................................... 18 

Eligible Providers ................................................................................................... 19 

In‐Home Child Care ............................................................................................... 19 

Alternate or Backup Provider ................................................................................ 19 

Multiple Providers ................................................................................................. 19 

Changing Providers ................................................................................................ 20 

Provider Participation .............................................................................................. 20 

Condition of Participation ..................................................................................... 20 

TrustLine ................................................................................................................ 21 

Megan’s Law .......................................................................................................... 23 

Absences ................................................................................................................ 23 

Attendance Record Procedure .............................................................................. 24 

Child Care Provider’s Rates ................................................................................... 26 

Reimbursement to Provider .................................................................................. 26 

Termination from the Program ................................................................................ 28 

Parent’s Termination ............................................................................................. 28 

Parent’s Appeal Rights and Procedure .................................................................. 29 

Child Care Provider’s Termination ........................................................................ 30 

General Program Policies ......................................................................................... 31 

Parent and Provider Resources ................................................................................ 36 

 

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4CsLocations,HoursandServices

HaywardOffice Services:22351CityCenterDriveHayward,CA94541(510)582‐2182‐MainNumber(510)584‐3101‐CalWORKsStage1Monday–Thursday 9am–5pmFriday 9am–12pm

CalWORKsStage1ChildCareSubsidyCaliforniaAlternativePaymentProgramFosterCareChildCareSubsidyChildHealthandNutritionResourceandReferralProviderServices

OaklandOffice Services:8105EdgewaterDrive,Suite270Oakland,CA94621(510)383‐3582Monday–Thursday 9am–5pmFriday 9am–12pmClosedforlunch12pm–1pm

CalWORKsStage2ChildCareSubsidyCalWORKsStage3ChildCareSubsidyCaliforniaAlternativePaymentProgram

HaywardSatelliteOffice(InEdenMulti‐ServiceCenter)

Services:

24100AmadorStreet,Suite175Hayward,CA94544Phone:(510)259‐2279Monday–Thursday 9am–4:30pm

CalWORKsStage1ChildCareSubsidy

FremontSatelliteOffice(InFremontFamilyResourceCenter)

Services:

39155LibertyStreet,SuiteD410Fremont,CA94538Phone:(510)713‐2557Monday–Thursday 9am–4:30pm

CalWORKsStage1ChildCareSubsidyFosterCareChildCareSubsidyCaliforniaAlternativePaymentProgram

Duetothesizeofourclientele,weareunabletoacceptwalk‐inappointments.Pleasecallaheadtoscheduleanappointmentwithyourdesignated4Csrepresentative.Weappreciateyourcooperationinthismatter.

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WelcomeWelcometoCommunityChildCareCouncil(4Cs)ofAlamedaCounty.Since1972,4Cshasbeendedicatedtoprovidingchildcarereferrals,education,nutritionservices,andpaymentassistancetochildren,families,andchildcareprovidersinAlamedaCounty.TheSubsidizedChildCarePrograms(CAPP,CalWORKsStage1,2,3&FosterCare)aredesignedtoprovidefullorpartialreimbursementofchildcareservicesonbehalfofeligiblefamilies.Thegoaloftheseprogramsaretoassistandpromotethehealth,growth,care,development,andeducationofchildreninAlamedaCountybyprovidingchildcare,whilethechildren’sparentscontinuetheiremployment,education,welfare‐to‐workactivities,orotherneedforservicessuchasseekingemployment,seekingpermanenthousing,incapacitation,orChildProtectiveServices.4Csrecognizeschildcareprovidersasearlycareeducators,andstronglyencouragesthemtoattendchildcareanddevelopmentworkshopsthataresponsoredby4Csorotherchilddevelopmenttrainingagencies.4Cs’staffrepresentsthediversityinthecommunitythatweserve,andcanofferservicesinEnglish,Spanish,Cantonese,Mandarin,Vietnamese,Tagalog,Hindi,andothers.Ifyouneedassistanceinanyotherlanguages,pleaseinforma4Csrepresentative.Thisprogramguideiswrittenwithinformationforboththeparentandchildcareprovider,anditcontainsimportantinformationaboutourservicesandpolicies.Althoughthisguidemaynotanswerallyourquestions,itshouldgetyoustartedandpointyoutotherightplaceforanswers.

 

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DefinitionsThroughoutthishandbookyouwillseewordsandphraseswhichareuniquetoAlternativePaymentPrograms,CalWORKsPrograms,andtheChildCarefield.Wehaveincludeddefinitionsbelowasweusethemhereat4Cs.

AlternativePaymentPrograms:Subsidizedchildcareprogramsinwhichparentsareabletochoosewhowillprovidethecarefortheirchildren.

BroadlyConsistent:Achild’spresenceintheircare/earlyeducationsitethatisconsistentwiththehoursandtimesforchildcarethatareapprovedbytheChildCareServiceSpecialist,allowingforreasonableexceptionsbasedonover‐time,traffic,etc.

CDE:CaliforniaDepartmentofEducation.

CalWORKs:CaliforniaWorkOpportunitiesandResponsibilitytoKids.ThisisCalifornia’sversionofwelfarereform.

ChildCareFraud:Thecrimeofobtainingmoneyorchildcareservicesbydeliberatedeceptionormisrepresentation.

ChildCareServicesSpecialist(FamilyServices):Thestaffat4Csresponsibleforenrollingandmaintainingtheparents’file.Theyareresponsiblefordeterminingthefamily’seligibilityandneedforchildcareservicesandforapprovingtheappropriateratesforchildcareprovidersateachrecertification.

ChildCareServicesSpecialist(ProviderServices):Thestaffat4Csresponsibleforprocessingchildcareproviders’reimbursementandforensuringfamilyfeeshavebeenpaidtotheProvider.

Co‐payments:Thedifferencebetweenwhattheproviderschargefortheirservicesandtheamount4Csreimburses(basedontheRegionalMarketRates(RMR)regulationsandtheparent’sneedandeligibility).Theparentisresponsibleforpayingthisdifferencedirectlytothechildcareprovider.AparentMAYhavetopayaco‐paymentand,atthesametime,havetopayfamilyfees.Onedoesnotoffsettheother.

TheCounty:AlamedaCountyHealth&SocialServicesDepartment–alsoreferredtoastheWelfareDepartment.

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Days:Calendardaysunlessotherwisenoted.

DSS(orCDSS):(California)DepartmentofSocialServices

EESD:TheEarlyEducationandSupportDivisionoftheCaliforniaDepartmentofEducation

EmploymentCounselor:AcounselorattheAlamedaCountyHealth&SocialServicesDepartment(WelfareDepartment)whoprovidesemploymentrelatedservicestoCalWORKsparticipants.

ExceptionalNeedsChildren:ChildrenwhohaveanactiveIndividualizedEducationProgram(IEP)afterturning3yearsoldorIndividualizedFamilyServicePlan(IFSP)forages0–3yearsold,andarereceivingearlyinterventionservicesorappropriatespecialeducationandservices,andrequirethespecialattentionofanadultinachildcaresetting.

FamilyFee(alsocalledParentFee):Afeethefamilymaybeexpectedtopaybasedonboththecountablegrossmonthlyincomeofthefamilyandthesizeofthefamily.AfamilyfeechartispreparedbytheCDE/EESDsothatparentsabovethe40thpercentileofthestatemedianincomecanshareinthecostofchild.ThesefeesarepaidbytheparenttotheChildCareProvider.AparentMAYhavetopayafamilyfeeandhavetopaytheprovideraco‐paymentaswell.Onedoesnotoffsettheother.

FiscalYear:4CsrunsontheState’sFiscalYearcalendarwhichstartsonJuly1standendsonJune30thofthefollowingyear.

MisuseofServices:Daysandhoursofchildcare(asclaimedontheAttendancerecordandpaidforby4Cstotheprovider)duringwhichtheparentdidnotparticipateinhis/her4Csapprovedactivity,aslistedontheapplicationforchildcareservices.

NoticeofAction(NOA):Awrittennotificationissuedby4Csthatinformsparentsof4Cs’decisiontoapproveordenychildcareservices.NOAsarealsoissuedtoinformparentsthattheynolongermeetourprogram’s“need”or“eligibility”requirements,orthatthetypeorlevelofserviceshaschanged.

Parent:Apersonlivingwithachildwhoisresponsibleforthecareandwelfareofthatchild.

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ParentalChoice:Referstotheparent’sabilitytochoosefromaHeadStartorTitle5Centerandarangeofchildcareprovidersinordertoensurethatthechildcareisthebestfitforthetimeneededandtheneedsofthechildrenandfamily.

Provider:Aperson(otherthantheparent)whotakescareofachildforafee.Providersmustbeatleast18yearsofage.

ProvisionalProvider:Alicense‐exemptnon‐relativeproviderwhohasappliedforTrustLineandiswaitingforbackgroundclearance.TheprovidermustbeTrustLineregisteredwithin30daysinordertoreceivereimbursementforservices.

RMR(RegionalMarketRates):Asurveyoftheaveragechildcarerateschargedbyvarioustypesofproviders,whichdeterminesthemaximumreimbursementceilingforsubsidizedchildcareservices.

SectarianProvider:Providerswhoincludereligiousactivities/practicesintheirdailyroutinewhilecaringforchildren.TheseproviderscannotbepaidfromStatefunding.

StateMediumIncome(SMI):ThecurrentmedianincomeofCaliforniafamiliesasdeterminebytheCADepartmentofFinance.

 

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DescriptionofSubsidizedChildCarePrograms

CalWORKsChildCareProgramsCalWORKsChildCareProgramsservefamilieswhoarecurrentlyreceivingCalWORKscashaidorhavereceiveditwithinthelast24months.Childcareservicesareprovidedwhileparentsparticipateinapprovedwelfare‐to‐workactivities,work,attendschoolortraining,seekemployment,orincapacitated.TherearethreeStagesoftheCalWORKsChildCaresystem.Stage1isfundedbytheDepartmentofSocialServices.Stage2and3arefundedbytheCaliforniaDepartmentofEducation.Eachofthesestageshasdifferenteligibilityrequirements.Stage1familiesarereferredtoouragencyfromtheCountyWelfareDepartment.TheCountydeterminesthefamilies’needforservicesand4CsmakesreimbursementtoproviderforchildcareservicesauthorizedbytheCounty.Oncethefamilyleavescashaid,4Cswillberesponsibletoverifyneedandeligibilitytocontinuechildcareservices.(ThiscontractisadministeredinourHaywardOfficeforSouthCountyresidents).Stage2familiesaretransferredfromStage1oncethefamilybecomesstableintheirworkactivity.Theyareeligibletoreceiveserviceswithoutinterruption.Stage2childcareservicesends24monthsfromthelastdaytheparentreceivedcashaid.IffundsareavailablethefamilywillthenbetransferredtoStage3.(ThisprogramisadministeredinourOaklandOfficeforNorthCountyresidents).Stage3familiesaretransferredfromStage2onthe1stdayofthe25thmonthofnolongerreceivingcashaid.Familiesareeligibleforservicesuntiltheirchildrenreachtheageof13,ortheynolongermeettheeligibilityandneedrequirementsfortheprogram.(ThisprogramisadministeredinourOaklandOfficeforNorthCountyresidents).

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CaliforniaAlternativePaymentPrograms(CAPP)TheCaliforniaAlternativePaymentPrograms(CAPP)assistslow‐to‐moderateincomefamiliestobecomeeconomicallyself‐sufficientbyassistingthemwiththeirchildcarecostsotheycanwork,gotoschool,seekemployment,seekpermanenthousing,orifthechildisreceivingChildProtectiveServicesoridentifiedasatriskofabuse,neglectorexploitation.

CountyFosterCareProgramThisprogramisdesignedforFosterParentstoassistthemwithaportionofthecostofcare.ThesefamiliesarereferredbytheCounty.CountyCaliforniaAlternativePaymentProgramThisprogramisdesignedforfamilieswhoarereferredto4CsdirectlybytheCounty.ThechildrenarereceivingChildProtectiveServicesoridentifiedasatriskofabuse,neglectorexploitation.

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ProgramRequirementsToreceivesubsidizedchildcareservices,familiesmustmeetrequirementsestablishedbyTitle5,CaliforniaCodeofRegulationforCDEfundedprogramsandtheStateDepartment’sEligibilityandAssistanceStandardsforDSSfundedprograms.Thedeterminationofeligibilityforchildcareservicesiswithoutregardtotheimmigrationstatusofthefamily,unlessthechildorparentisunderfinalorderofdeportationfromtheUnitedStateDepartmentofJustice.Parentsandprovidersaresolelyresponsibleforprovidinglegitimatedocumentationtoprovethattheymeetprogramrequirements.4CsofAlamedaCountyhastherighttoaskforadditionaldocumentationthatmayormaynotbelistedinthisprogramguideifdeemednecessarytojustifyeligibilityandneedforchildcareservices.4Csalsohastherighttoverifyalldocumentsandactuponanyfalseormisleadingdocumentsreceived.TheparentisrequiredtocompleteandsignanAuthorizationofRelease,whichallowsthe4Csrepresentativestoobtainandverifythefamily’sincome,eligibilitystatus,needstatus,grantstatus,andanyothernecessaryinformationinordertodetermineiftheparentmeetstherequirementsforparticipationintheprogram.4Csrepresentativesmaycontactemployers,schooladministrators,socialservicesagencies,doctors,etc.asneeded.Onceafamilyisenrolledintotheprogram,aChildCareServiceSpecialist(FamilyServices)isassignedtothefamily.Thespecialistisresponsibletoassistthefamilyintheprocessofdeterminingeligibilityandneed,andupdatingandmaintainingthefamily’sfile.ServiceDeliveryAreaEligiblefamiliesmustresidein4CsofAlamedaCounty’sservicedeliveryareaforthecorrespondingprogram.ForCalWORKsStage1andCountyCAPP&FosterCare,thefamilymustresideinHayward,CastroValley,SanLeandro,SanLorenzo,UnionCity,Newark,orFremont.ForCalWORKsStage2,3andCAPP,thefamilymustresideinthecityofOakland.

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Eligibility

CalWORKsChildCareTobeeligibleforCalWORKschildcareprograms,theparentmustbeacurrentcashaidrecipientoraformerrecipientwhohasreceivedcashaidinthelast24months.(Thefamilydoesnotqualifyifonlythechildreceivesaid.)IncomeEligibilityandFamilySizeAllfamiliesmustmeettheincomeeligibilityrequirementforsubsidizedchildcareservices.Afamilyisincomeeligibleifthefamily’sadjustedgrossmonthlyincomebaseduponthefamilysizeisatorbelow70percentofthestatemedianincome.Incomemustbereportedfromallsourcesforeverymemberofthefamily.Todeterminefamilysize,theparentmustprovidedocumentationregardingthenumberofchildrenandparentsinthefamily.Ifinformationindicatesthatthereisasecondparent,thentheparentisrequiredtoprovidedocumentationthatshowsthepresenceorabsenceofthesecondparent.

EligibleChildrenChildreninthefamilysizeareeligibletoreceivechildcareservicesuptotheageof13.Childrenwithexceptionalneedsmaybeservedtotheageof18infederalfundedprogramsortheageof21instatefundedprogramswithdocumentationfromamedicallyqualifiedprofessionalandacurrentIndividualEducationalPlan(IEP).

NeedForServicesToreceivesubsidizedchildcareservices,eachparentinthefamilymusthasatleastoneofthefollowingneedsandthusnotbeavailabletosupervisehisorherownchildrenforaperiodoftheday.

CalWORKsWelfare‐to‐Work(WTW)ActivityParentswhoareparticipatinginaWTWactivitymustrequestchildcareservicesfromtheirEmploymentCounselor(EC)attheCounty.ThecounselorsendsChildCareRequestForm(CCRF)to4Cstoauthorize,reviseorterminatechildcareservices.CCRFindicatestheapprovedchildcarehoursanddurationoftheWTWactivity.Ifthereisadisagreementwiththehoursordaysofcare,theparentmustworkwiththeEmploymentCounselortomakethenecessarychanges.4CsisunabletorevisecareuntilanewCCRFisreceived.

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EmploymentWorkingparentsarerequiredtosubmitemploymentverificationcompletedbytheiremployerandatleastonemonthofmostrecentpaystubs;ifincomefluctuates,atleastthreemonthsbutnomorethan12monthsofpaystubsareneeded.Allself‐employedparentsmustsubmitdeclarationofneedunderpenaltyofperjurythatincludesadescriptionoftheemploymentandanestimateofdaysandhoursworkedperweek.Parentsarealsorequiredtosubmitquarterlydocumentssuchasreceiptsofearningsandexpenses,andannualdocumentsuchasincometaxreturnfiledwiththeIRSandCAFranchiseTaxBoard.Iftheparentworksathome,thetypeofworkmustprecludesupervisionofthechildren.Parentsmayrequestfortraveltimetoandfromproviderandwork.Certainlimitationsapply.SeekingEmploymentForthepurposeofseekingemployment,parentsmustsubmitawrittendeclarationstatingtheplantolookforwork.Childcareservicesarelimitedto60workingdaysperfiscalyear,andforparttimecarenottoexceedfive(5)daysperweekandforlessthan30hoursperweek.WorkingdaysareconsecutiveMondaysthroughFridays,excludingfederalholidays.Parentsmayberequiredtosubmitamonthlydescriptionofactivitiesundertakentoseekemployment.Parentsmayrequestforanadditional20daystoseekemploymentundercertaincircumstances.ForCalWORKsStage1,familiescannotapplyforserviceswhileseekingemployment.VocationalTraining/SchoolVocationaltrainingistrainingorschoolthatleadsdirectlytoarecognizedtrade,para‐professionorprofession.Parentsmustsubmitverificationthatdocumentsthedaysandhoursoftrainingandthevocationalgoal.Vocationaltrainingislimitedtosix(6)yearsfromthefirstdayofapprovedchildcareservices,or24semesterunitsaftertheparentobtainsabachelor’sdegree,whichevercomesfirst.Parentsmustmaintainatleasta2.0GradePointAverage(GPA)ormakeadequateprogressinanon‐gradedprogram.Parentsreceivinglessthana2.0GPAornotmakingadequateprogressareplacedonacademicprobationandgivenoneextratermtoimprove.

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Ifaparenthasnotmadeadequateprogressattheendoftheterm,childcareservicesfortrainingwillbeterminated.However,servicesmaycontinueiftheparenthasanotherqualifyingneedforchildcare.

Unit‐bearingonlineclassesfromanaccreditedtraininginstitutionareacceptable,andarecountedasonehourperweekperunit.Acopyoftheclasssyllabusandthewebaddressoftheonlineprogramorotherdocumentationmayberequired.Parentswithschool‐agedchildrenmayberequiredtotaketheironlineclassesduringthehoursthechildrenareinschool.

Parentsmayrequestfortraveltimeand/orstudytimeifneeded.Certainlimitationsapply.4Csdoesnotreimburseforchildcareservicesduringaparent’sschoolbreaks(i.e.spring,winter,summervacation;semesterbreaks;etc.)unlesstheparenthasanotherneedforservice,suchasworking.Parentsareresponsibleforcommunicatingtheirschoolscheduleandbreakstotheproviderandto4Cs.IncapacitationChildcareservicescanbeprovidedifaparentisunabletocareforhisorherchildduetoamedicalormentalcondition.AlegallyqualifiedhealthprofessionalmustcompletetheIncapacitationFormdescribingwhyservicesareneededandthedurationofthecondition.ForCalWORKsStage1,parentalincapacitycanonlybeclaimedforthesecondparentinatwo‐parenthousehold.ChildProtectiveServices(ForCAPPonly)Childrenwhoarereceivingchildprotectiveservicesoridentifiedasatriskofabuse,neglect,orexploitationareeligibleforserviceswithawrittenreferralfromalegallyqualifiedprofessionalorfromthecountychildwelfaredepartment.Thereferralmustindicateservicesareneededtoreduceoreliminatetherisk,andspecifythehoursandprobabledurationofcare.Atriskchildrenareeligibletoreceiveservicesforamaximumofthree(3)months.Childcareservicesmaycontinueifthecountychildwelfaredepartmentcertifiesthatservicescontinuetobenecessary.Incomeeligibilitycanbewaivedforupto12monthsifindicatedonthereferralthatitisnecessarytoexemptthefamilyfrompayingafee.Iffeesarenotwaivedandthefamilyisoverincome,thefamilywillremaineligibleasaCPSfamilyandfamilyfeeassessedwillbethemaximumamountlistedonthefamilyfeeschedulebasedonfamilysize.   

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SeekingPermanentHousing(ForCAPPonly)Childcareservicescanbeprovidedifthefamilyishomelessandneedstoseekpermanenthousing.Homelessmeansthefamilyhasnoadequatesleepingaccommodationatnightandmustbedocumentedbyaletterfromanemergencyshelter;ortheparentdeclaresunderpenaltyofperjurythatthefamilyishomelesswithadescriptionoffamily’scurrentlivingsituation.Theparentalsoneedstosubmitawrittendeclarationstatingtheplantolookforpermanenthousing.Childcareservicesarelimitedto60workingdaysperfiscalyear,andforparttimecarenottoexceedfive(5)daysperweekandforlessthan30hoursperweek.WorkingdaysareMondaysthroughFridays,excludingfederalholidays.Theparentmayberequiredtosubmitaweeklydescriptionoftheactivitiesundertakentolookforhousing.

InitialEnrollmentInagroupsetting,orone‐on‐one,4CsrepresentativeprovidesinformationaboutouragencyandtheSubsidizedChildCarePrograms’regulations.Orientationhelpsparentstobecomefamiliarwiththeprogramformsandparticipationrequirements.Requireddocumentsmustbeprovidedbytheparentbeforeanorientationcanbescheduled.Parentswillbeprovidedwithalistofrequireddocumentsbasedontheirindividualcase.ForCalWORKsStage1,retroactivereimbursementforchildcareservicesislimitedtonomorethan30calendardayspriortotheapprovalofeligibilityforsubsidizedchildcareservices.ForCalWORKsStage2,3andCAPP,childcareservicesarenotapproveduntilparentshavesubmittedallrequireddocumentation,andneedandeligibilityhasbeenreviewedandcertifiedbya4Csstaff.

RecertificationRecertificationistheprocessofdeterminingafamily’scontinuedneedandeligibilityforchildcareservices.Familiesrecertifyevery6–12monthsdependingontheireligibilityandneedandtheprogramtheyarein.Failuretorecertifyresultsinterminationofchildcareservice.

 

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ApplicationUpdateThepurposeofanupdateistobringtheparent’sapplicationuptodateinbetweenrecertification.Anupdateisneededifthereisanychangetothefamily’sneed,eligibility,orfamilysize.Thesechangesarerequiredtobereportedwithin5days.4Csisalsorequiredtoupdatetheapplicationeveryfourmonthsforparentshavingvariablescheduleuntiltheworkschedulebecomepredictable.Theparentwillreceivea“RequestforEligibilityVerification”indicatingtherequireddocumentsneededfortheupdate.Iftheparentdoesnotsubmittherequesteddocumentsbytheindicatedduedate,childcareservicesmaybeterminatedorchildcarehoursmaybereduced.

ReportingChangesItistheresponsibilityoftheparenttonotify4Csimmediately,butnolaterthanfive(5)calendardays,whenthereisachangeaffectingthefamily’sneed,eligibility,orfamilysize.Changesmayinclude,butarenotlimitedto,thefollowing: Addressorphonenumber Employmentorincome Workschedule,i.e.increaseordecreaseofhours Trainingschedule,i.e.addingordroppingcourses Takingaleaveofabsence Maritalstatusand/orfamilysize Changeinprovider

Failuretoreportchangesinneed,eligibilityorfamilysizeresultsinthefollowingactions: Firstviolation:Theparentwillreceiveaverbalwarning. Secondviolation:Theparentwillreceiveawrittenwarning. Thirdviolation:Theparentwillberequiredtomeetwitha4Csrepresentativetoreviewtheprogramrequirements.

Iftheparentcontinuestonotreportchangestimely,childcareservicesmaybeterminatedfornotadheringtotheprogramrequirement.

Aninvoiceforservicesimproperlyreceivedasaresultofnotreportingchangesmaybesenttotheparent.

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LimitedTermServicesLeave(ForCalWORKsStage2,3,andCAPPonly)

LimitedTermServicesLeaveisforfamilieswhoareeligiblebuttemporarilydonotneedchildcareservicesduetomedicalreasons,schoolbreaks,orfamilyvacations.ThesefamiliesmustrequestaLimitedTermServices(LTS)Leaveinwriting.Ifgranted,thefamilywillnotbeterminatedbutplaceonleave,andNOchildcareserviceswillbereimbursedduringthistime.ALTSLeaveshallnotexceedtwelve(12)consecutiveweeksinduration,orsixteen(16)consecutiveweeksiftheparentisonamedicalorfamilyleavefromemploymentoraschoolbreakfromtraining.Parentsmustnotify4CsandupdatetheirapplicationspriortothelastdayofLTSLeavetoresumeservices.

 

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ChildCareAuthorizationChildcareservicesarenotapproveduntilparentshavesubmittedalldocumentationoftheireligibilityandneed.Uponapproval,ChildCareServicesSpecialist(FamilyServices)willissueaNoticeofActionandChildCareCertificatetotheparentandprovider.

NoticeofAction4Cs’decisiontoapproveordenychildcareservices,increaseordecreaseamountofservicesorfamilyfees,orterminationofservicesiscommunicatedthroughawrittenstatementreferredtoasaNoticeofAction(NOA).TheNOAisissuedtotheparentandincludesthefollowinginformation: Typeofactionbeingtaken Effectivedateoftheaction Adescriptionoftheaction Astatementofthereasonfortheaction Actiontocompletebytheparent,iftheactionisonethattheparentcancorrectpriortotheterminationdate

Instructionsfortheparenttoappealifheorshedisagreeswith4Cs’decision

ChildCareCertificateUponapprovalorchangesinchildcareservices,4CsissuesaChildCareCertificateforeachchildinthefamily.Thecertificatestatestheapprovedchildcaredates,hours,reimbursementratesandfamilyfeesforeachchild.Nocareisreimbursedbeyondtheenddateindicatedonthechildcarecertificates.Theparentandprovidermustreview,sign,andreturntheinitialcertificatesto4Cs.Thesignedcertificateindicatestheacceptanceofchildcarehoursandratesauthorized.Nochildcareservicesarereimbursedwithoutaninitialcertificatesignedbyboththeparentandtheprovider.Updatesorrevisionsofchildcarecertificatesaremailedtotheproviderfortheirrecordsonly. 

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FamilyFeesFamiliesarerequiredtoshareinthecostofthechildcareserviceswhentheirincomereaches40percentofthestatemediumincome.Basedonthefamilysizeandmonthlyadjustedgrossincome,familiesareassessedaflatmonthlyfeeaccordingtotheCaliforniaDepartmentofEducation’sFamilyFeeSchedule.Familyfeesarepaiddirectlytothefamily’sprimarychildcareprovidereachmonthandfeesaredueinadvanceofservices.Thefeeisbasedonthechildwhousesthemostcare,whichisusuallytheyoungestchildinthefamily.Familieswithcertifiedneedoflessthan130hourspermonthareassessedaparttimemonthlyfee;familieswithcertifiedneedof130hoursormorepermonthareassessedafulltimemonthlyfee.Familyfeesareassessedbasedonthefollowingfactors: Ifaparenthasasetworkschedule,feesareassessedbasedonthetotalmonthlycertifiedhoursofcare.

Ifaparenthasavariedworkschedule,feesareassessedbasedontheaveragehoursoftheparent’sworkschedulefortheprecedingthreemonths.Ifnoworkhistoryisavailableduetohavinganewjob,thenfeesarebasedontheverifiedhourstheemployerexpectstheparenttowork.

Fornewfamilies,thefirstmonth’sfeeisassessedbasedonchildcarehoursforthepartialmonth.Forexample:afamilyworks40hourperweekandcareisforMay20th–May31st,thusthefamilyutilizeslessthan130hoursandaparttimefeeisassessedforthemonthofMay.Afulltimefeewillbeassessedforthefollowingmonths.Forexistingfamilies,uponrecertificationorupdate,anychangetofamilyfeesiseffectivethe1stdayofthefollowingmonth.Familiesfeesarenotprorated,reduced,orrecalculatedbasedonactualattendance.Exceptions:Familiesreceivingcashaidareexemptfrompayingafee.ChildProtectiveServicesfamiliesmaybeexempt.Seesection“ChildProtectiveServices”onpage12formoreinformation.Pleasenote:Familyfeeisdeductedby4Csfromtheprovider’spaymentwhethertheparentpaidornot.

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DelinquentFeeAfamilyfeeisdelinquentwhenaprovidernotifies4Csthatthefamilyfeehasnotbeenpaid.IftheFamilyFeereceiptsectionoftheattendanceformisincomplete(i.e.missingamountsorsignatures)thefollowingactionwillbetaken: ANoticeofActiontoterminateserviceswillbesenttotheparent.The Notice of Action will state that childcare services will beterminatedin19daysfromthedateoftheNOA.Anoticewillbesent to the provider(s), which will inform them of theterminationdate.

Onlythree(3)paymentarrangementsor(3)NoticeofActionsareallowedper fiscalyear.Childcareserviceswillbe terminated iftheparentdoesnotpaythefeesormakeapaymentarrangementtimely.

The4thpaymentarrangementorthe4thNoticeofActionwillbeafinalterminationduetotheparent’sfailuretoconsistentlyabidebyprogrampolicies.

Familieswhoare terminateddue todelinquent feesmustbringfeescurrentinordertore‐enrollontheprogram.

ChoosingChildCare

ParentalChoice4Cs’subsidizedchildcareprogramsareparentalchoiceprograms.Parentsselectproviderswhobestmeettheneedsoftheirchildren.Theproviderselectedmustmeettherequirementsforparticipation.LocalResourceandReferralProgramscanprovideparentswithreferralinformationtolicensedfamilychildcarehomesandchildcarecentersincludingHeadStartandTitle5center.Childcarereferralsgivenarereferrals,notrecommendations.4Csencouragesparentstovisitandinterviewprovidersthatbestmeettheirchildren’sneed.

 

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EligibleProvidersThefollowingtypesofchildcareproviderareeligibleforreimbursementfrom4Cs’subsidizedchildcareprograms: Childcarecenter Licensedfamilychildcarehome Relativeexemptprovider(grandparents,aunts,anduncles) TrustLineregisteredexemptprovider

In‐HomeChildCareIn‐homechildcareisdefinedascareprovidedinthehomeinwhichthechildresides.WhenIn‐HomecareisusedonCDEFundedprogramsCalWORKsStage2,3andCAPP,theparticipantisconsideredaHouseholdemployerandmustcomplywithallemploymentlawsregardingminimumwage,payroll,disability,unemployment,taxesandsickleave.

AlternateorBackupProviderWhenalicensedproviderisunabletoprovidecareduetothechildcarefacilityisclosedorthechildisill,theparentmayuseabackupprovider.Thebackupprovidermustbeaneligibleproviderandmeettherequirementsforparticipation.

MultipleProviders4Cswillreimburseonlyonechildcareproviderperchildwhenthehoursofoperationofthechildcareprovidercanaccommodatethecertifiedneedforchildcare.4Csmayreimbursetwoprovidersunderoneofthefollowingcircumstance: Whenthehoursofoperationofthefirstprovidercannotaccommodatethecertifiedneedforchildcare.

Whenthefirstproviderisnotalicensedcenter,theparentmaychoosealicensedcenterforthespecificpurposeofprovidingthechildwithlargegroupschoolreadinessexperiences.

Pleasenotethat4Cswillnotpaymorethanoneproviderforthesameportionofachild’scertifiedneedforchildcare.

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ChangingProvidersTheparentmustnotify4Csatleasttwo(2)weekspriortotheeffectivedateofchangingproviders.Theparentmustalsoprovideallthenecessaryinformationneededtocontactthenewproviderbeforeservicescanbegin.Thisistoensurethatthenecessarypaperworkcanbecompletedpriortothefirstdayofcareatthenewprovider.Parentsareonlyallowedtochangechildcareprovidersuptothree(3)timesperfiscalyear.

ProviderParticipationChildcareprovidersareself‐employed.4Csdoesnotwithholdpayrolltaxesbecausechildcareprovidersarenotemployeesof4CsofAlamedaCountyandareresponsiblefortheirownfederalandstatetaxes.4Cswillsupplya1099formaftertheendofeachcalendaryearforprovider’staxfillingpurpose.Childcareprovidersarenoteligibleforunemploymentbenefitsforthesub‐contractedservicesprovidedthrough4Cssubsidizedchildcareprograms.

Providerparticipationintheprogramisvoluntary.Providersmustmeetfederal,stateandagency’srequirementstobeeligibleforreimbursements.AChildCareServiceSpecialist(ProviderServices)isassignedtotheprovidertomaintainhisorherfile,processreimbursementandanswerinquiries.

ConditionofParticipationInordertoreceivereimbursementfromtheprogram,thefollowingconditionsmustbemet:

AllProvidersmust: Beatleast18yearsofage. HaveacurrentSocialSecuritycard.Iftheproviderhasa“notvalidforwork”restriction,theprovidermustalsohaveacurrentworkauthorizationcard.IftheproviderhasaPermanentResident’scard(GreenCard),theprovidermusthaveacurrentsocialsecuritycardwithallworkrestrictionsremoved.

HaveacurrentCaliforniaphotoidentification/driverlicense. Completeatax‐identification(W9)form.Theprovider’snameorbusinessnameonW9mustbeexactlythesameasitappearsontheprovider’ssocialsecuritycardorprovider’sEmployerIdentificationNumber(EIN)document.

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Providecareduringthecontractedhoursintheprovider’shomeorlicensedfacility,unlessotherwiseauthorized.

Notdiscriminateonanybasisincludingrace,color,creed,gender,maritalstatus,age,nationaloriginorancestry,physicalormentaldisability,medicalcondition,sexualorientation,oranyotherconsiderationmadeunlawfulbyfederal,stateorlocallaws.

Refrainfromtheuseofcorporalpunishmentoranyactthatmaybeinterpretedascorporalpunishment.

Notify4CsofAlamedaCountyimmediatelyofanychangeinaddressesortelephonenumbers.Providersmustprovidetheirresidentialaddresses.P.O.boxeswillonlybeacceptedasmailingaddresses.

AllLicensedProvidersmust: MaintainacurrentfacilitylicenseandcomplywithCommunityCareLicensingrulesandregulation.

Allowparentsunlimitedaccesstotheirchildrenwhileincareduringnormalbusinesshours.

Agreenottoincludereligiousinstructionorworshipaspartofprovider’scurriculum.(Forstatefundedprogramonly).

Chargesubsidizedfamiliestheirusualandcustomaryrates.

AllLicenseExemptProvidersmust: BeregisteredonTrustLine,ifapplicable. Haveproofofresidency. Nothaveactivetuberculosis. Carefortheirchildrenandchildrenofonefamilyonly. Understandthattheywillonlybepaidforhoursofcareactuallyprovidedandauthorizedby4Cs.Licenseexemptproviderswillnotbepaidforholidaysorabsences.

TrustLineTrustLineisthestateregistryofindividualswhohavebeenclearedthroughabackgroundcheckoftheCaliforniaCriminalHistorySystem,ChildAbuseCentralIndexattheCaliforniaDepartmentofJustice,andtheFederalBureauofInvestigation(FBI)records.ChildcareproviderswhoareexemptfromlicensurearerequiredtobeTrustLineregistered,exceptforthosewhoarethechild’sgrandparent,auntorunclebymarriage,blood,orcourtdecree.

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4CswillonlyissuereimbursementtoexemptproviderswhoareregisteredonTrustLine,exceptforgrandparents,auntsoruncles.Whentheprovider’sTrustLineapplicationhasbeendenied,orTrustLinecasehasbeenclosed,orTrustLineregistrationhasbeenrevoked,4Cswillimmediatelyterminatetheexemptproviderfromparticipationinallof4Cs’subsidizedchildcareprograms.

ForCalWORKsStage1,oncetheexemptproviderisregisteredonTrustLine,4Cswillreimburseuptothefirst120calendardaysofchildcareservicesprovided.Ifserviceshavebeenprovidedformorethan120days,reimbursementresumesasofthedaytheexemptproviderisTrustLineregistered.Iftheprovider’sapplicationforTrustLineisdeniedorclosed,4Cscannotreimburseforanycareprovided,andtheparentisresponsibleforpayingtheproviderallfeesowed.(Rules:DepartmentofSocialServices,MPPSection47‐260).

ForCalWORKsStage2,3,CAPP,aparentmayselectaprovisionalchildcareproviderwhichanon‐relativeexemptproviderwhohasappliedforTrustLineandiswaitingforbackgroundclearance.Aprovisionalprovidermayprovidechildcareforupto30consecutivecalendardaysonlywhenthereisanimmediateneed.TheprovisionalprovidermustcompleteapplicationandsubmitfingerprintstoTrustLinepriortothefirstauthorizeddayofcare.TheprovisionalchildcareprovidermustthenbecomeTrustLineregisteredbytheendofthe30consecutivedaysinordertoreceivereimbursementforservices.Iftheprovisionalproviderisnotregisteredbytheendofthe30dayperiodortheapplicationisdenied,4Cscannotreimburseforanycareprovidedandtheparentisresponsibleforpayingtheproviderallfeesowed.Also,theparentmustthenenrollanothereligiblechildcareproviderinordertocontinueservices.Iftheproviderbecomesregisteredatalaterday,theproviderisonlyeligibletoparticipateasofthedayheorsheisTrustLineregistered.Animmediateneedisdefinedasasituationinwhichaneligibleparent,whohasaneedforchildcareservices,wouldnotbeabletoparticipateinhisorheractivitywithoutenrollmentofaprovisionalprovider,andnootherchildcareisreasonablyavailablefromalicensed,TrustLineregistered,orrelativeexemptproviderthatmeetstheparent’sneedforcare.

Aparentmayenrollaprovisionalprovidernomorethanonceinany180consecutivecalendardays.

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Megan’sLawInformationofregisteredsexoffenderisavailableonlinetothepublicontheMegan’sLawwebsitemaintainedbyCaliforniaDepartmentofJustice.Thewebsiteaddressiswww.Meganslaw.ca.gov.Priortoenrollment,allexemptproviderswillbesearchedagainsttheMegan’sLawdatabase.4Cswillnotsub‐contractwithanyproviderwhoisregisteredontheMegan’sLawdatabase.

AbsencesIftheproviderrequiresfullfeepayingparentstopayfordaystheirchildrenarenotinattendance,4Cswillreimburseforthefollowingtypesofabsences:

IllnessorQuarantineoftheChildorParent4Cswillreimburseabsencesduetoillnessoftheparentorthechild,orduetoadoctor’sappointment.Whenthechildisabsentforfive(5)consecutivedaysormore,adoctor’snotestatingthenatureofillnessmustbeattachedtotheattendancerecordforreimbursement.

FamilyEmergencyFamilyemergencyincludesanyseriousillnessordeathinthefamily,transportationproblems,weathercrisis,disaster,schoolstrike/closure,schoolsuspension,oranyotherreasondeemedeligible.

BestInterestDays4Cswillreimburseforabsences“inthebestinterestofthechild”,whichislimitedto10daysperfiscalyear.BestInterestDayscanbeusedforfamily’svacation,ortimespentwiththeparentorarelative.

Court‐OrderedVisitation4Cswillreimburseabsencestospendtimewithaparentorrelativewhenrequiredbyacourtoflaw.Acopyofthecourtordermustbeattachedtotheprovider’sfile.

DaysofNon‐Operation(DNO)4Cswillreimburseprovidersfor10closuredays(i.e.holidays)perfiscalyear.TheseDNOmustbelistedintheprovider’scontract,andthechildmustberegularlyscheduledtobeincare.

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Parentsmustrecordabsencesontheattendancerecordforthepurposesofdeterminingwhetherhoursarebroadlyconsistentwithcertifiedneed.NotificationofAbsencesorChangesProvidersshouldinform4Cswhenachildisabsentforthree(3)consecutivedayswithoutnoticefromtheparent,orwhenprovidersbecomeawareofanychangesthatmayaffectthechildcareagreement.ChildCareforSchool‐AgedChildren4CscannotreimburseforanychildcareduringregularschoolhoursforchildreninKindergartenandup,includinghomeschool,unlessthechildisunabletoattendschoolduetoanillness.Ifaschool‐agedchildisillandutilizeschildcareduringschoolhoursforfive(5)consecutivedaysormore,adoctor’snotemustbeattachedwiththeattendancerecord.

AttendanceRecordProcedureParentsandprovidersareresponsibletocompleteandsubmitmonthlyattendancerecordsthatincludethefollowinginformation: Thenameofthechildreceivingservices. Thespecificdateserviceswereprovided. Theactualtimesthechildenteredandleftcareeachday,andrecordedonadailybasisinblueorblackink.

Signaturesofboththeparentandtheproviderattheendofeachmonth,attestingunderpenaltyofperjurythattheinformationprovidedontheattendancerecordisaccurate.

Parentsandprovidersmustrecordtheactualtimesofarrivalanddeparture.Forexample:Achildiscertifiedforcarefrom7:00am–4:00pm.The“actual”arrivalanddeparturetimessuchas7:02amand4:05pmmustberecordedonattendancerecord.Ifachildisschool‐agedandtheprovidertakesthechildtoandfromschool,theproviderisresponsibletorecordtheactualtimesthechildisdroppedoffandpickeduptoandfromschool.Attendancerecordsareutilizedforthepurposeofreimbursement.Reimbursementtoproviderswillnotbeheldorreducedforanyattendancerecordthatincludesalltheaboverequiredelements.

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Incorrect/IncompleteAttendanceRecordWhentheattendancerecordisnotcompletedinfullorcorrectly,theattendancerecordwillnotbereturnedforcorrections.4Cswillreimbursetheprovideraccordingtothefamily’scertifiedneedasstatedonthechildcarecertificateandtakethefollowingaction.

Attendancerecordswillbedeemedincompleteorincorrectiftherearefive(5)ormoreofthefollowing: Notrecordingtheactualdropoff/pickuptimes Missingdropoff/pickuptimes Notrecordingabsences

Thefollowingactionwillbetakenforincompleteorincorrectattendancerecords: Firstviolation:Theparentandtheproviderwillbecalledandremindedoftheproperwaytorecordattendance,andaswellastheconsequencesofnotfollowingprocedure.Thisconversationwillbeloggedandattachedtotheattendancerecord.

Secondviolation:Awarningletterwillbeissuedtotheparentandtheproviderregardingtheproperwaytorecordattendanceandconsequences.

Thirdviolation:Theparentandtheproviderarerequiredtocometotheofficetomeetwitha4Csrepresentativeonhowtorecordattendanceaccurately.Theprovider’scheckwillnotbemailedandwillbeavailableforpick‐upatthemeeting.

Ifattendancerecordcontinuestobeincorrectorincomplete,childcareserviceswillbeterminatedfornotadheringtoprogramrequirements.

InconsistentAttendanceRecord4Cswillreimbursetheprovideraccordingtothecertifiedhoursasstatedonthechildcarecertificate.Ifachild’sattendanceisnotbroadlyconsistentwiththefamily’scertifiedhoursforamonth,ChildCareServiceSpecialist(FamilyServices)willcontacttheparenttofindoutwhethertheinconsistencyisaone‐timechange.Iftheparent’sneedhaschanged,theparent’sapplicationwillneedtobeupdated.Pleaseseesection“ApplicationUpdate”formoredetail.TheparentwillreceiveaNoticeofActionforanychangeinchildcareservices,andawarningforfailuretoreportchangesasstatedinsection“ReportingChanges”.FraudulentAttendanceRecordIfaparentoraproviderprovidesfalseormisleadinginformationoractsinafraudulentmanner,theparentand/ortheproviderwillbeterminatedfromtheprogramimmediatelyandnoreimbursement

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willbemade.Fraudulentactivitiesmayinclude,butarenotlimitedto,thefollowing: Theparentortheproviderrecordsattendanceforcarenotused. Theproviderwasincarceratedduringthetimeheorsheclaimedtohaveprovidedcare.

Theproviderwasout‐of‐stateduringthetimeheorsheclaimedtohaveprovidedcare.

Theproviderlosthisorherlicenseandwasdirectedtoceasecarebutdidnot.

Theproviderusedafalseidentity.

ChildCareProvider’sRates4Cswillreimbursetheprovider’sratesaslongas: Theyaretheusualandcustomaryfeeschargedtoeveryfamily,subsidizedornon‐subsidized,and

TheyarenotexceedingtheRegionalMarketRate(RMR)ceilingfortheareainwhichchildcareisbeingprovided.Iftheprovider’srateexceedstheRMRceiling,theparentwillberesponsibleforthedifference,whichistheco‐payment.

Forlicensedproviderswhochargeregistrationfeesormaterialfees,4Cswillreimbursethosechargesifthetotalreimbursement(childcarefeesplusotherfees)doesnotexceedthemaximumreimbursementamountallowed.RateChange4Cswillacceptratechangeonceperfiscalyear(July1throughJune30).Providersshouldinform4Csinadvance,andsubmitthenewratesinwriting.Thenewrateswillbeeffectivethedateofreceiptortherequestedeffectivedate,whicheverislater.

ReimbursementtoProvider4Cswillreimburseprovidersbasedonthefollowingfactors: Forfamilieswithasetschedule,reimbursementwillbemadeaccordingtothecertifiedhoursstatedonthechildcarecertificateregardlessofthechild’sattendance.

Forfamilieswithavariableschedule,reimbursementwillbebasedontheactualdaysandhourforwhichserviceswereprovideduptothemaximumhoursstatedonchildcarecertificate.

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Ifthereisafamilyfeeassessed,thetotalamountofthefamilyfeewillbedeductedfromtheprovider’sreimbursementforthatmonth,whethertheprovidercollectsthefeesornot.Itistheparent’sresponsibilitytopaytheproviderdirectlyforthefamilyfees.

ReimbursementDatesAttendancerecordsaredueonthe1standmustbereceivedbytheHaywardofficenolaterthanthe3rdofthemonthafterthemonthofservice.Ifthe3rdfallsonaweekendorholiday,theattendancerecordsaredueonthefollowingbusinessday.Reimbursementwillbemailedordepositedonthe15thofthemonthifattendancerecordsarereceivedontime.Ifattendancerecordsarereceivedafterthe3rd,butnolaterthanthe14th,reimbursementwillbemailedordepositedonthe26thofthemonth.Ifthe14thfallsonaweekendorholiday,theattendancerecordsaredueonthepreviousbusinessday.Ifthe15thorthe26thfallsonaweekendorholiday,reimbursementwillbemailedordepositedonthepreviousbusinessday.Attendancerecordsreceivedafterthe14thwillbepaidinthefollowingmonth.

Attendancerecordsreceivedby ReimbursementDate3rd 15th14th 26th

4Csmailsouttheattendancerecordstoprovidersthethirdweekofeachmonthpriortoservices.Ifattendancerecordsarenotreceivedbytheendofthemonth,theparentortheprovidershouldcontact4Csforareplacement.Pleaseallowfortwobusinessdaystopickupormailareplacement.Ifaparentorproviderwalksinthefirstweekofthemonthtorequestattendancerecords,therequestwillbetakeninwritingandmailedintwobusinessdays.Foranyoverpaymentorunderpaymentresultingfromincorrectattendancerecords,theprovider’sreimbursementwillbeadjustedthefollowingmonth.Ifitisdeterminedthatreimbursementisissuedbasedonfalsifiedattendancerecords,itwillbegroundsforprosecution.4Cs’fiscalyearisfromJuly1sttoJune30th.AttendancerecordsreceivedafterJuly15thmaynotbereimbursed.

 

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TerminationfromtheProgram

Parent’sTerminationFamiliescanbeterminatedfromtheprogramatanytime.Reasonsforterminationmayinclude,butarenotlimitedto,thefollowing:

Nolongermeetstheprogramrequirements,eligibility,orneedcriteria

Failuretokeepfamilyfeescurrent Failuretorecertifyorcompleteupdate Failuretoreportchangeswithin5days Falsifyingdocumentationtoreceivechildcareservice Failuretocompleteattendancerecorddailyandaccurately Falsifyingattendancerecordsinanymanner Failuretosubmitrequesteddocumentsorinsufficientdocumentssubmitted

Lackofparentandprovidercooperationineffortstoresolvedifferences

Lackofrespectforthebuildingandequipment,suchasstealingordamagingproperty,aswellaspersonalbelongingofstaffandothers

Usingabusivelanguageandbehavior Consistentlyfailstoabidebythepoliciesandproceduresoutlinedinthisprogramguide

Whenservicesmustbeterminatedduetolimitationofavailablefundingforourprograms,familiesaredisplacedasdirectedbyEarlyEducationandSupportDivision,CaliforniaDepartmentofEducation.

ItisrecommendedthattheparentorprovidercallourofficeimmediatelyuponreceivingaterminationNOAinordertoclarifyorrectifyanyissueorconcernsheorshemayhave.

 

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Parent’sAppealRightsandProcedureIfaparentdisagreeswithanactiontakenby4CsofAlamedaCounty,theparenthastherighttoappealtheagency’sdecisionandrequestahearing.Toexercisethisright,followtheinstructionsonthebackoftheNoticeofAction.CalWORKsStage1Parentsmaycompletethe"RequestforStateHearing"onthebackoftheNoticeofAction,andsubmittherequesttotheCaliforniaDepartmentofSocialServices:

CaliforniaDepartmentofSocialServicesStateHearingsDivision,

P.O.Box944243,MailStation9‐17‐37,

Sacramento,California94244‐2430Parentsmayalsomakeatoll‐freecalltorequestaStateHearingatthefollowingnumber:

CaliforniaDepartmentofSocialServicesPublicInquiryandResponsePhone1‐800‐952‐5253(Voice)

1‐800‐952‐8349(TDD)CalWORKsStage2,3,andCAPPParentscanrequestforahearinginwriting,inperson,bytelephone,byfax,orbyemailtoourOaklandofficenolaterthantheappealduedateindicatedontheNOA.When4Csreceivestherequest,arrangementswillbemadetocontinuechildcareservicesthroughoutthehearing.Theparentwillbenotifiedofahearingdatewithintendays.Itisthepolicyof4Cstoallowaparenttopostponeanappealhearingonce.Thepostponedhearingmustbescheduledandattendedwithintwoweeksoftheoriginalhearingdate.Atthehearing,theparentwillbegivenanopportunitytosubmitdocumentationtosupporthisorherdisagreementwiththeagency’sdecision.Onlypersonsdirectlyaffectedbythehearingshallbeallowedtoattend.Iftheparentortheparent’sauthorizedrepresentativefailstoattendthehearing,theparentwillbedeemedtohaveabandonedtheappeal.Theparentwillreceiveadecisionofthelocallevelhearing,inwriting,withintendaysofthehearing.Childcaremaycontinueduringthistime.

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Iftheparentisdissatisfiedwiththedecisionreachedatthelocallevelhearing,theparentmaythenfileasecondlevelappealto:

CaliforniaDepartmentofEducationEarlyEducationandSupportDivision

1430NStreet,Suite3410Sacramento,CA95814‐5901Attention:AppealsCoordinator

TheappealmustbesubmittedinwritingwithacopyoftheNOAandthewrittendecisionfromthelocallevelhearing.Thisappealmustbemadewithin14calendardaysofreceiptofthedecisionreachedbythelocallevelhearing.

Uponreceiptoftheappeal,theEarlyEducationandSupportDivisionwillreviewtheinformationsubmittedandrenderafinaldecisionwithin30calendardays.Thisdecisionwillbemaileddirectlytotheparent,andacopywillbesentto4CsofAlamedaCounty.

ChildCareProvider’sTermination4Csreservestherighttoterminateaproviderfromparticipationwithorwithoutatwoweeks’notice.Reasonsforterminationmayinclude,butarenotlimitedto,thefollowing: ClosureordenialofTrustLineregistry Revocationofchildcarelicense Falsifyingattendancerecordinanymanner Consistentlyturninginattendancerecordlate(threelateattendancerecordsinafiscalyearmayleadtotermination)

Charging4Csmorethanthenon‐subsidizedfamiliesormorethantheusualandcustomarycharges

Theproviderisremovedfromalocalresourceandreferralagency’sreferraldatabase

Usingabusivelanguageandbehaviortostaff,childrenorparents Consistentlyfailstoabidebythepoliciesandproceduresoutlinedinthisprogramguide(threeviolationsinafiscalyear)

If4CsreceivesanoticefromCommunityCareLicensingthatpertainstothehealthandsafetyofthechildren,4Cswillnotifytheparentimmediately.Iftheprovider’slicensehasbeenrevoked,childcareserviceswillbeterminatedwithouttheparent’sconsent.Iftheproviderreceivesatemporarysuspensionorisplacedonprobation,theparentwillbegiventheopportunitytochangeproviderunlesstheychoosetostay.

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GeneralProgramPoliciesFraudPolicyAnyparentsorproviderswhoprovidefalseormisleadinginformationoractinafraudulentmannerarejeopardizingtheirparticipationon4Cs’SubsidizedChildCarePrograms.Itisthepolicyof4Cstooperateitsprogramsbasedonaccurateinformationprovidedbytheparentortheprovider.Anyfalseormisleadinginformationprovidedto4Csregardingneed,eligibility,familysize,income,providerrates,enrollmentofchildren,attendanceofchildren,invalidlicense,relationshiptothechildorprovider,oranyotherqualifyingindicatorswillbegroundsforfurtherinvestigationbyprogramManagersortheDistrictAttorney’sOffice.Ifitisdeterminedthataparentorproviderhasprovidedfraudulentinformationorfailedtodiscloseafactinordertobenefitfromtheprogram,servicesmaybeterminated.Parentandproviderarenotifiedinwritingofanyaction4Cswilltakebasedonthefindingsoftheinvestigation.ChildCareServiceswillnotbereimbursedoncethesuspectedfraudhasbeensubstantiated.Parentsareresponsibleforthecostofcareiftheyhaveprovidedfalseinformationtoobtainservicestheywouldnototherwisequalifyfor.Parentsandprovidersareliableforre‐paymentofthecostofcareprovidedduringthetimeperiodfalseinformationwassubmitted.AllfraudcasesarereferredtotheDistrictAttorney’sOfficeforfurtherinvestigationorprosecution. 

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Non‐DiscriminationPolicyItisthepolicyof4CsofAlamedaCountytoprohibittheunlawfuldiscriminationofprogramparticipantsbasedonrace,color,creed,gender,religion,maritalstatus,age,nationaloriginorancestry,physicalormentaldisability,medicalconditionincludinggeneticcharacteristics,sexualorientation,oranyotherconsiderationmadeunlawfulbyfederal,state,orlocallaws.Italsoincludesaperceptionthatanyofthosecharacteristicsisassociatedwithapersonwhohasorisperceivedashavinganyofthosecharacteristics.Allsuchdiscriminationisunlawful.

ConfidentialityPolicyItisthepolicyof4CsofAlamedaCountytomaintaintheconfidentialityofinformationanddocumentsthatcontainpersonalidentifiableinformation(PII).EmployeesandboardmembersmaynotshareormakeaccessiblePIIobtainedthroughtheiraffiliationwith4Csasanemployeeorvolunteer.Noidentifyinginformationcanbesharedwithanyoneincludingrelatives,friends,co‐workers,orbusiness/professionalassociatesotherthanthosewithlegitimateneedforsuchinformationasdeterminedbytheagency.4CswillonlyreleasePIIwhenmandatedbycontractingagenciessuchasDepartmentofEducation/EarlyEducationandSupportDivision(CDE/EESD),DepartmentofSocialServices(DSS),ortheDistrictAttorney,orbylaw.

ZeroTolerancePolicy4Csiscommittedtoprovidingaviolence‐freeworkplacethatisfreefromactsofviolence,orthreatsofviolence.Inkeepingwiththiscommitment,wehaveestablishedapolicythatprovidesZEROtoleranceforactualorthreatenedviolencebyclientsoremployeesagainstco‐workeroranyotherpersonaffiliatedwith4Cs.Thisbehaviorisnotacceptableandserviceswillbeterminatedifthispolicyisviolated. 

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4Cs’ClientGrievancePolicyItisthepolicyof4CsofAlamedaCountytoinvestigateandresolveclientgrievancesinatimelymannerandinaccordancewithanyapplicableprogramregulations.Thispolicyencouragestheresolutionofgrievancesatthelowestpossiblelevelandassoonaspossibleaftertheyarise.Therewillbenoretaliation,formalorinformal,againstaclientwhofilesagrievance.Procedure:1. Anyclientof4Csmaymakeacomplaintconcerningtheservicesreceivedfrom4Cstoany4Csstaffmember.

2. Staffmembersshallmakeeveryefforttoresolvegrievancesinformallybydiscussingthesituationwiththeclientorbyreferringtheclienttotheappropriateprogramstaffmember.

3. ClientswhoarenotabletoresolvetheirgrievancethroughdiscussionwithastaffmemberwillreceivetheopportunitytodiscusstheirgrievancewiththeProgramManager.

4. TheProgramManagerwillcontacttheclientwithinthree(3)businessdaysofthecomplaint.

5. ClientswhoarenotabletoresolvetheirgrievancethroughdiscussionwiththeProgramManagermustsubmittheirgrievanceinwritingtotheProgramDirector,includingthedate,client’ssignatureandcontactinformation,withinseven(7)businessdaysaftermeetingwiththeProgramManager.

6. TheProgramDirectorwillacknowledgereceiptofthegrievancewithin48hoursandinvestigatethegrievanceandinterviewtheclientasnecessary.

7. TheProgramDirectorwillforwardallinformationpertainingtothegrievancetotheExecutiveDirectorpriortoissuingaresponsetotheclient.

8. TheclientwillreceiveafinalresponseordecisionfromtheProgramDirectorwithinten(10)businessdaysofreceivingthewrittencomplaint.

AllgrievancesshallbeputinwritingtotheProgramDirectoreitherbymailorinpersonatthefollowingoffice:

4Cs’HaywardOffice22351CityCenterDrive,

Suite100,Hayward,CA94541

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AlamedaCountySocialServiceClientGrievancePolicy

(ForCalWORKsStage1only)IfyouhaveacomplaintabouttheperformanceofCommunityChildCareCouncil(4Cs)ofAlamedaCountystaff,and/oryoufeelyouhavebeentreatedunfairly,thefollowingarethestepsyoushouldtaketohaveyourcomplaintheard:1. Talkprivatelytothepersonwithwhomyouhavetheproblem.Weencourageyoutotryfirsttoworkouttheprobleminanopenandinformalway.

2. Ifyoudonotfeelcomfortabletalkingwiththepersonwithwhomyouhavetheproblem,oryoudotalkwiththemandarenotsatisfiedwiththeoutcome,youmaymakeanappointmenttospeakwithorsubmitawrittencomplaint(whichmaybeinyourownlanguage)toAgencyHearingOfficerordesignee.Ifyouhavegoodcausetouseanothermediumtocommunicateyourcomplaint,suchasataperecording,youmaydoso.TheAgencyHearingOfficerordesigneeshallmeetwithyouorprovideyouwithawrittenresponsetoyourwrittencomplaintwithinten(10)workingdaysofthemeetingorreceiptofyourwrittencomplaint.

3. Or,ifyouprefer,youmaybypasstheabovestepsandimmediatelycontactthefundingagencybelow:

AlamedaCountySocialServicesAgencyAdministrativeOffices2000SanPabloAvenueOakland,CA94612Attn:LoriA.Cox

SocialServicesAgencyDirector(510)271‐9100

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UniformComplaintPolicy

(ForCalWORKsStage2,3,andCAPPonly)Itistheintentof4CsofAlamedaCountytofullycomplywithallapplicablestateandfederallawsandregulations.Therefore,individuals,agencies,andorganizationshavetherighttofileacomplaintregarding4CsofAlamedaCounty’sallegedviolationoffederaland/orstatelaw.

DepartmentofEducation/ChildDevelopmentDivisionComplaintsDepartmentCoordinator

1430NStreet,Suite3410Sacramento,CA95814

    

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ParentandProviderResources

Orientationsforproviderstobecomelicensedfamilychildcarehomesareheldat4Cs.Ourknowledgeablestaffcananswerlicensingquestions,andofferhomevisitstoassisttheproviderinpreparationofthehomeinspectionfromCommunityCareLicensing.PleasecontactCommunityCareLicensingat(510)622‐2602fortheorientationschedule.Workshopsforparentsandprovidersareofferedyearround.4Csstronglyencourageparentsandproviders,licensedorexempt,toattendtheseinformativeworkshopsinchilddevelopmentandchildcarebusinesspractices.Wehavemorethan30workshopseveryquarter,andmosttrainingareofferedinthreelanguages:English,Spanish,andChinese.Theworkshopscheduleisavailableonlineatwww.4c‐alameda.org.ParentVoicesisanadvocacyprogramforparentswhowantastatebudgetthatworksforkids.4CssponsorsthesouthernAlamedacountychapterofParentVoices.ParentVoiceskeepsparentsupdatedoncurrentlegislation,andorganizesRalliestosupportaffordablechildcare.ParentVoicesalsoholdsaStandforChildren’sdayinSacramentointhemonthofMay.MembersfromalloverCaliforniameetinSacramentotoadvocateforaffordablechildcareandspeaktotheirstaterepresentatives.TheChildHealthandNutritionProgrampromotesnutritiousfoodinfamilychildcarehomeenvironments.Licensedfamilychildcarehomeproviderswhoparticipateintheprogramcanreceiveapartialreimbursementformealstheyservetochildrenintheircare.4CsVolunteerIncomeTaxAssistance(VITA)Siteoffersfreetaxpreparationservicestoeligiblefamiliesandindividuals.IRStrainedandcertifiedvolunteerspreparetheincometaxreturn.Electronicfilingisalsoavailable.4CsVITAsiteislocatedatthemainofficeinHayward.

MissionStatement

CommunityChildCareCouncilofAlamedaCountyexiststodevelopandcoordinateresourcestostrengthenfamiliesandchildren.

VisionStatement

By2020,theCommunityChildCareCouncil(4Cs)ofAlamedaCountywillbeknownforprovidinginnovative,comprehensiveprogramsandleading

communitycollaborationsthatempowerallfamiliestothrive.

CoreValues

Diversity...ourstaffandservicesrespectandreflectthedifferencesinthecommunitiesweserve

Allchildrenandfamilies...arespecial,uniqueandhavearighttoreachtheirmaximumpotential

Accountability...personallytakingresponsibilityforactionsandoutcomes

Professionalism...presentingoneself,programsandperspectiveswithknowledge,skillsandrespect

Teamwork...workinginpartnershipwithothers(individualsandgroups,internalandexternal)toachievethemissionandvisionofthe4C’sofAlamedaCounty

Growthanddevelopment...wearecommittedtoprovidingopportunitieswhichmaximizepotentialandnurturepositivechangeforchildren,families,staffandchildcareprofessionals

InnovationandLeadership...requiresustobeproactive,takecalculatedrisksandstriveforexcellence.Wesearchfornewwaystorespondtothechangingneedsofourcommunities.