Lesson 4 - University at Albany, SUNY · Professional Development Program October 2012 4-1 Lesson 4 Progressing to Full Enrollment Introduction In the previous lesson, we explored

CCFS Legally-Exempt Progressing to Full Enrollment

Professional Development Program October 2012 4-1

Lesson 4

Progressing to Full Enrollment Introduction

In the previous lesson, we explored how to move a provider to the preliminary review stage. In this lesson, you will learn how to progress a provider to full enrollment through a temporary enrollment using the following CCFS Legally-Exempt windows:

Enrolled Temporary Family Review and Approval window LE Verification window Health and Safety Compliance window Day Care Enforcement window Compliance window Provider Review and Approval window Enrolled CACFP Participation window TPR window Article 10 window Criminal Convictions window Child Abuse or Maltreatment Info window Addl Standards window Provider Review and Approval window

Provider Review and Approval (LM24) window

Progressing to Full Enrollment CCFS Legally-Exempt

4-2 October 2012 Professional Development Program

Purpose

The purpose of this lesson is to explore how to advance a provider through the enrollment process, which includes the Enrolled Temporarily status.

Lesson Overview

In this lesson, you will learn how to move a provider through the Enrolled Temporarily status to the Enrolled status.

Lesson Objectives

In this lesson, you will learn how to:

Temporarily enroll a provider

Complete a full enrollment

Order of Topics

Topic See Page

How to Temporarily Enroll a Provider 4-3 How to Complete a Full Enrollment 4-16 Lesson 4 Summary Review 4-25

CCFS Legally-Exempt How to Temporarily Enroll a Provider


How to Temporarily Enroll a Provider Introduction

In the previous topic, we introduced the concept of progressing to a full enrollment. Now, you will learn how to temporarily enroll a provider. You will use the following CCFS windows to accomplish this task:

Enrolled Temporary Family Review and Approval window LE Verification window Health and Safety Compliance window Day Care Enforcement window Compliance window Provider Review and Approval window

During the preliminary review, the worker will determine if the provider meets basic health and safety requirements. Should the provider meet all requirements, the enrollment agent must temporarily enroll the provider. There must be at least one parent for each provider with a complete packet and a Family Decision of Allowed. The steps for performing a preliminary review and making an enrollment decision include:

1. Reviewing the enrollment packet, including the checklist, attestations, and the attachments.

2. Recording your determinations for each enrollment requirement on the proper window located in the Requirements folder in the Treeview.

3. Recording a Family Decision of Allowed, which is found under the Families folder in the Treeview.

4. Recording your decision regarding temporary enrollment on the Provider Review and Approval window, seen below.

Provider Review and Approval (LM24) window

How to Temporarily Enroll a Provider CCFS Legally-Exempt


Importance

For Upstate staff: The legally-exempt provider’s Enrollment Agency must promptly conduct a review of the enrollment packet and make a temporary enrollment decision within ten calendar days.

For New York City staff: The legally-exempt provider’s Enrollment Agency must conduct a review of the enrollment packet and make a temporary enrollment decision on the same day that the packet is received complete, unless the packet becomes complete after 4:00 pm. If the enrollment packet becomes complete after 4:00 pm, the Enrollment Agency must enter the updated information and make a temporary enrollment decision by 12:00 PM the following day.

Under Full Review Procedure

Should a packet have criminal disclosures, then the Enrollment Agency must place the provider in the Under Full Review status, print out the Notices of Under Full Review, and conduct the full review according to established procedures (see Lesson 6).

Temporarily Enroll a Provider Demonstration

Your instructor will demonstrate the steps to temporarily enroll a provider as you perform the same steps on your training computer. Before you begin, the provider record used in the previous task is open.



Action Visuals/Comments

1. From the

Treeview, expand the Families folder and select Family Review and Approval.

The Family Review and Approval window displays.

2. From the

Family Decision drop-down list, document if the family is allowed to receive care from the provider, and then select LE Verification from the Require-ments folder.

The LE Verification window displays, as shown on the next page.




3. From the

Legally Exempt Verification drop-down list, document that the provider’s program type and sub type have been verified, and then select Health and Safety Compliance from the Treeview.

The Save dialog box displays. Click the Yes button.

The Health and Safety Compliance window displays, as shown on the next page.

4. Under the

Current Compliance section, record compliance for each item description and regulation, and then select Day Care Enforce-ment from the Treeview.

Note: For training purposes, you will click the Yes button to mark all unanswered items as being in compliance. The Save dialog box displays. Click the Yes button. The Day Care Enforcement window displays, as shown on the next page.




5. In the Database Check section, document the results from the database check in the:

Results drop-down list

Results Received Date field

Then, from the Treeview, select Compli-ance.

Note: For training purposes, you will select No History from the Results drop-down list. The Day Care Enforcement Attestation Completeness and Compliance section at the top of the window displays the provider’s initial attestation regarding any day care enforcement. The Save dialog box displays. Click the Yes button. The Compliance window displays, as shown on the next page.

Prelimiary Review




6. In the

Review Prior Periods of Ineligibility section, indicate if there are any known health and safety factors precluding the provider’s eligibility prior to the provider’s start date. Then click Provider Review and Approval.

Note: For training purposes, you will select the No radio button. If you select the Yes radio button, then the Prior Periods of Ineligibility section becomes enabled. The Save dialog box displays. Click the Yes button. The Provider Review and Approval window displays, as shown on the next page.




7. Complete

the following:

From the Status drop-down list, select the provider’s new status. For training purposes, select Enrolled Temporary.

In the Status Effective Date, enter the date that the status becomes effective (defaults to today’s date).

The Enrollment Period Start Date field becomes enabled. Enter the date that the enrollment period starts in the Enrollment Period Start Date field. Note: You must print the Notice of Temporary Enrollment before the status change will be saved. Click the OK button, shown above, to continue.

8. Click the

Save toolbar button.

Note: Under the Letter Information section located at the bottom of the window, the Create button becomes enabled, as shown on the next page.




9. Click the

Create button.

The CCFS Letter Detail window opens with the provider copy of the Notice of Temporary Enrollment displayed. Note: The Disapprove Request button allows you to revert back to the previous status prior to saving.

10. Click the

Save/Print Final button.

Note: Once the Windows Print dialog box displays, click the Print button. The Parent Letter button becomes enabled, which you will click to open the CCFS Letter Detail window with the parent copy of the Notice of Temporary Enrollment.




11. Click the


Note: Once the Windows Print dialog box displays, click the Print button. The Provider Review and Approval window displays.

12. Notice that

the provider is now Enrolled Temporary.

Note: If you have not already done so, once you have temporarily enrolled a provider, you need to refer the provider to the Child and Adult Care Food Program (CACFP) if they have not already been referred. You enter the date of the referral on the CACFP Participation window in the EA Referral to CACFP Date field (see page 4-17).




13. From the

Treeview, select Letters.

14. From the

Letter Name drop-down list, select the notice you wish to print and then click the Create button.

Note: For training purposes, select the LE025 Notice of Training approval. This letter may also be used for disapproving a provider’s training. The CCFS Letter Detail window displays, as shown on the next page.




15. Click the


The Print dialog box displays. During training, click the Cancel button. Note: You will click the Print button in your office. The CCFS Letter Detail window displays.

16. Click the

Close button.

Note: There are no parent letters available for this provider letter. The Letters window displays, as shown on the next page.




17. Notice that

the LE025 Notice of Training approval has been added to the Letter History section.



Practice

For another provider in the Preliminary Review status, enter information in the relevant windows and temporarily enroll the provider.

Task Summary Review

In this task, you followed the steps to temporarily enroll a provider. A summary of the steps follows:

Navigate to the Family Review and Approval window and allow the family to receive care from the provider.

Open the LE Verification window and document that the legally-exempt provider has been verified.

Move to the Health and Safety Compliance window and document that the provider has not had any prior periods of ineligibility.

Navigate to the Compliance window and document that each checklist item is in compliance.

Open the Provider Review and Approval window and temporarily enroll the provider.

Print the provider and parent copies of the LE004 Notice of Temporary Enrollment.

Print the provider copies of the LE025 Notice of Training approval.

How to Complete a Full Enrollment CCFS Legally-Exempt


How to Complete a Full Enrollment Introduction

In the previous topic, you learned how to temporarily enroll a provider. Now you will learn how complete a full enrollment using the following CCFS windows:

CACFP Participation window TPR window Article 10 window Criminal Convictions window Child Abuse or Maltreatment Info window Addl Standards window Provider Review and Approval window

The decision to document a final enrollment is based on the following:

Resolution of any outstanding health and safety issues pertaining to the provider and/or the site

Your assessment of category criminal history or low risk enforcement history

Results of the CCFS check for history of child care enforcement Results of the sex offender registry check Results of the child welfare database checks conducted by the

social services district Results of additional local standard checks done by the social

services district, if applicable

Provider Review and Approval window

CCFS Legally-Exempt How to Complete a Full Enrollment


Importance

Once you have documented whether or not each requirement is met, you will make an enrollment decision. You will print and send the appropriate notice to the provider and the parent, and notify the district in the manner agreed upon.

Complete a Full Enrollment Demonstration

Your instructor will demonstrate the steps to complete a full enrollment as you perform the same steps on your training computer.


1. Open the

Provider folder and navigate to the CACFP Particpation window. In the EA Referral to CACFP Date field, document when the provider was referred to CACFP and then select TPR from the Require-ments folder.

Note: The enrollment agency’s CACFP participation referral should be made after the provider has been temporalily enrolled. The TPR window displays, as shown on the next page.




2. In the TPR Database Check section, document the results from the database check in the:

Database Check Result drop-down list

Date Checked field

Then, from the Treeview, select Article 10.

Note: The TPR Attestation Completeness and Compliance section displays the provider’s initial attestation regarding the termination of parental rights. For training purposes, you will select No History from the Database Check Result drop-down list. The Save dialog box displays. Click the Yes button. The Article 10 window displays, as shown on the next page.




3. In the Article 10 Database Check section, document the results from the database check in the:

Database Check Result drop-down list

Date Checked field

Then, from the Treeview, select Criminal Convict-ions.

Note: The Article 10 Attestation Completeness and Compliance section displays the provider’s initial attestation regarding any Article 10 removal. For training purposes, you will select No History from the Database Check Result drop-down list. The Save dialog box displays. Click the Yes button. The Criminal Convictions window displays.

4. Under the Paying District Additional Standards section, record the results of the paying district’s additional standard in the:

Results drop-down list

Results Rec Date field

Note: In order to enter criminal conviction information for additional site people, you need to select other names from the Person drop-down list under the Select Person section at the top of the Criminal Convictions window. For training purposes, you will select No Criminal Convictions from the Results drop-down list.




5. In the NYS Sex Offender Check and Other Conviction Information section, document the results of the district’s NYS sex offender check in the:

NYS Sex Offender Check drop-down list

NYS SO Result Date field

Then, from the Treeview, select Addl Standards.

Note: In order to enter NYS sex offender check information for additional site people, you need to select any other names from the Person drop-down list under the Select Person section at the top of the window. The Save dialog box displays. Click the Yes button. The Additional Standards window displays, as shown on the next page.




6. Review the Additional Standards window, which displays a summary of all additional standards that apply to the provider.

Then, from the Treeview, select Provider Review and Approval.

Note: The Other Additional Standards section becomes enabled when you have a district-based additional standard not related to child abuse, maltreatment, or criminal convictions. The Save dialog box displays. Click the Yes button. The Provider Review and Approval window displays.

7. From the Status drop-down list, select the status to which you would like to move the provider, enter the date in the Status Effective Date field, and then click the Save toolbar button.

Note: Under the Letter Information section located at the bottom of the window, the Create button becomes enabled, as shown on the next page.




8. Click the Create button.

Note: The Disapprove Request button allows you to revert back to the previous status prior to saving. The CCFS Letter Detail window opens with the provider copy of the Notice of Enrollment displayed.

9. Click the Save/Print Final button.

Note: Once the Windows Print dialog box displays, click the Print button. The Parent Letter button becomes enabled, which you will click to open the CCFS Letter Detail window with the parent copy of the Notice of Enrollment.




10. Click the Save/Print Final button.

Note: Once the Windows Print dialog box displays, click the Print button.



Practice

For another provider in the Enrolled Temporary status, complete a full enrollment and enroll the provider.

Task Summary Review

In this task, you followed the steps to complete a full enrollment. A summary of the steps follows:

Document when the provider has been referred to CACFP on the CACFP Participation window.

Access the TPR window in the Treeview and indicate if the provider has had their parental rights terminated.

Resolve any outstanding health and safety issues pertaining to the provider and/or the site.

Move to the Article 10 window and indicate if the provider has had any child(ren) removed from the home.

Access the Criminal Convictions window and document your assessment of category criminal history and/or results of the sex offender registry check.

Move to the Additional Standards window and record results of additional local standard checks done by the social services district, if applicable.

Navigate to the Provider Review and Approval window to move the provider to the next status.

Print the provider and parent copies of the Notice of Enrollment.

Lesson 4 Summary Review


Lesson 4 Summary Review

In this lesson, you learned how to:

Temporarily enroll a provider

Complete a full enrollment

Documents

Lesson 4 - University at Albany, SUNY · Professional Development Program October 2012 4-1 Lesson 4 Progressing to Full Enrollment Introduction In the previous lesson, we explored