HomeMy WebLinkAbout20154056.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 6.000, COLORADO
WORKS IN WELD COUNTY AND CHILD CARE POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Revisions to Operations Manual, Section
6.000, Colorado Works in Weld County, and Child Care Policies and Procedures for the
Department of Human Services Operations Manual, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Revisions to 6.000, Colorado Works in Weld County and Child Care
Policies and Procedures for the Department of Human Services Operations Manual, be, and
hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 30th day of December, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
�� W LD COUNTY, CO ORADO
•
ATTEST: -a ���u'1./ :�
arbara Kirkmey r, Chair
Weld County Clerk • the Board
�� / /�•�► ike Freeman, Pro-Tern
BY: .
�e• ty Clerk to the Board '� SED
•
. Conway
AP D A • •RM: . , ��. Ge.14;06&cld
A. Cozad
Co ,.., •ttorney "'
Steve Moreno
Date of signature: 1/90 IR,
ACD D7--(
2015-4056
HR0086
f
MEMORANDUM
DATE: December 4, 2015
.4tglYoN.-00410t1861
i ,; �i TO: Board of County Commissioners—Pass-Around
rr, FR: Judy A. Griego, Director, Human Services
UNT.
ate. RE: Weld County Department of Human Services' Child Care
Policy Issues
Please review and indicate if you would like a work session prior to placing these items on the
Board's agenda.
The Department requests approval of three major child care policy issues to be effective
January 1,2016, as follows:
1. Approve Child Care Provider Rate Increases for Centers, Licensed Homes,and
Legally Exempt Homes. —Two Options
A. Option 1 would provide an overall 10% increase to provider rates as follows:
1. Centers would not receive a base rate increase; however, Centers would receive a
10% increase for Tier(Level) 2 services and would provide incremental (or
incentives) for Level 3,4, and 5, respectively.
2. Licensed Homes would have an adjusted base and then receive 10% increase for
each increase in Level.
B. Option 2 would provide an overall 5%to provider rates as generally outlined
through the increased Levels of quality process as described in Option 1.
Attachment entitled"Child Care 2016 Policy Changes Fiscal Impacts"outlines the
specific reimbursement rates, by age, within Centers, Licensed Homes, and Legally
Exempt Providers and the Corresponding Fiscal Impacts to the Child Care
Budget/Allocation. - -
I do not recommend a Work Session. I recommend approval ofOp 1 or Option 2.
Approve Approve uest id (�LPit� •
Option 1 Option 2 Work Session "yt Jul
Z
Sean Conway � e 4"-
Steve Moreno v,rY •, '�+''�`
Barbara Kirkmeyer `� S OA.i' I'' "
Mike Freeman
Julie Cozad ,
2015-4056
Pass-Around Memorandum; December 4, 2015 Page 1
2. Approve Tiered Child Care Provider Policies for Centers, Licensed Homes and
Legally Exempt Homes (to be developed). The Department is recommending the use
of the Colorado Department of Human Services Quality Improvement and Rating
System (QRIS) for early childhood education centers 0-5 years of age and licensed
homes 0-12 years of age. Tiered reimbursement for centered care for 6-12 years of age
has not been developed; we will also have to develop tiered reimbursement for qualified
providers in the future.
The State has built an infrastructure around quality care for children age's birth to five
years of age for centers and birth to 12 years of age for licensed homes. The QRIS
focuses on five Levels of quality care. These Levels focus on:
1. Meeting licensing requirements
2. Educating providers about what quality looks like in the QRIS system
3. Staff enrolling in a statewide system
4. Providers assessing themselves for quality
5. Providers submitting plans to improve quality per the QRIS system
6. Providers being assessed by the State for meeting the State's established guidelines
for:
a. Workforce Qualification and Professional. Status
b. Family Partnership
c. Leadership, Management and Administration
d. Learning Environment
e. Child Health
f. Environmental Rating Scales appropriate to the providers approved age
group
g. National Accreditations
The Department is recommending to work with United Way and the Early Childhood
Council to develop a process and to establish quality levels for qualified providers and
for center care for children ages six years of age and older. These recommendations
would be presented to the Board for future consideration.
I do not recommend a Work Session. I recommend approval of these Policies.
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Cozad
3. Approve Other Major Child Care Policies within the Department's Operations
Manual, Section 6.014, for Child Care by using Muni-code (Attachment Child Care
2016 Policy Changes). The major modifications include:
A. 6.014.11 C-Board already approved exit income eligibility of 225% of federal
poverty level.
B. 6.014-11 D-Board already approved exempting teen parents from cooperating
with Child Support Services when enrolled and participating full-time in
Pass-Around Memorandum; December 4, 2015 Page 2
secondary programs.
C. 6-014.15.1-Boardeducation alreaordyGED approved the Parental Fee Reduction for Hardship to
families
D. 6.014.161 (A)-(B)-Department expanded upon addition care needed for
caretaker(s) in an eligible activity.
E. 6.014.161 (C)-Department defined decoupling of child care authorizations
F. 6-014.17-Board already approved increasing Training and Education from 24
months to 48 months.
G. 6.014.18-Department defined school age.
H. 6.014.2-Department recommends a Quality Child Care Rating Structure
(QCCRS)that relates to the Quality Improvement and Rating System(QRIS)
from the Colorado Department of Human.Services. The Department has
included Attachments CC-1,CC-2 and CC-3 to further detail the QRIS
process.
I. 6.014-3-Department recommends child care rates, associated to the QCCRS
and to increase the base to home providers. Licensed home provider rates are
recommended to be increased by 15%-30%to their base as a result of rates not
being increased in prior years. Unlicensed or Qualified home increases range
from 10%-11.3%. The Department has included two options for rates
associated with Weld County's QCCRS structure. Option 1, gives licensed
providers a 10 percent increase, per Level, of the QRIS. Option 2, gives
licensed providers a five percent increase,per Level, of the QRIS. Rates and
projected expenditures are included for each option. See Attachment"Child
Care 2016 Policy Changes Fiscal Impacts",tabs CC-4, CC-5, CC-6 and
CC-7.
J. 6.014.35-Department recommends putting in policy what the total number of
days the County has rolled into the rates to licensed providers. The County
approved rolling 24 absent days and 6 holidays into the rates,back in 2011.
K. 6.014.36-Department recommends including how the part-time rate to
providers is calculated.
L. 6.01437-Department recommends including what the special needs rate paid to
providers is.
I do not recommend a Work Session. I recommend approval of these Modifications.
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Cozad
Pass-Around Memorandum; December 4, 2015 Page 3
Weld County Department of Human Services Policy Recommendations for Child Care
6.014 Child Care
Colorado Child Care Assistance Program(CCCAP): A program of the State
Division of Child Care which provides child care subsidies to families in the
following programs: Low-Income, Colorado Works and Child Welfare Child
Care.
6.014.1 Child Care Assistance
6.014.11 Low-Income Child Care Eligibility
A. Families who meet eligibility requirements of Section 3.9 of the Colorado
Department of Human Services Operations Manual, Volume 3.
B. The entry income eligibility level for the Low-Income Program is 170%of
federal poverty.
C. The exit income eligibility level for the Low-Income Program is 225%of
federal poverty.
D. Applicants and recipients must cooperate with Child Support Services
(CSS) by providing verifiable information regarding the absent parent.
However, individual circumstances may warrant the applicant and
recipient to apply for a"good cause" for nonparticipation with CSS. Good
cause criteria can be found in Section 3.9 of the Colorado Department of
Human Services, Operations Manual, Volume 3. Teen parents enrolled
full-time and participating in a secondary education or GED program will
be exempt from cooperating with CSS.
6.014.12 Colorado Works Child Care Eligibility
A. Eligibility for Applicants/Recipients of Colorado Works Basic Cash
Assistance Program.
1. Each applicant and recipient will complete the necessary State
application to determine eligibility for Colorado Works.
2. Each applicant and recipient will complete an additional Individual
Assessment and an Individual Responsibility Contract for the Low
Income Child Care Program, in order to be in compliance with
Colorado Works eligibility requirements.
3. Recipients must cooperate with their Individual Responsibility
Contracts to continue to be eligible to receive Colorado Works
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Child Care.
a. Recipients who are no longer eligible for Basic Cash Assistance
may still be eligible for Low-Income Child Care,per the Colorado
Department of Human Services, Operations Manual Volume 3.
Eligibility will be determined based on Volume 3 and this Section.
B. Eligibility for Applicants of the Colorado Works Diversion.
1. Each applicant must complete and follow steps 1-3 in Section
6.014.11(A).
2. Requests for diversions for the applicant may be submitted by the
applicant and/or Department of Human Services staff.
3. The Diversion Committee will review Colorado Works Child Care
diversion requests. Diversions may be approved by the Director of
the Department of Human Services or his/her designee, in lieu of
the Diversion Committee.
6.014.13 Child Welfare Child Care
Child Welfare Child Care will be approved by the Child Welfare Administrator
based on the assessed needs of the family.
6.014.14 Child Care Assistance Transition Program
The Department does not currently offer a transition program.
6.014.15 Parental Fee Hardship and 20% Rule
6.014.15.1 Parental Fee Reduction for Hardship
The Department will grant a child care parental fee reduction for hardship, to all
recipients of Low-income Child Care. The parental fee reduction for hardship will
be calculated as follows:
A. For all recipients of Low-Income Child Care that are at or below 130% of
federal poverty, the recipient will pay no more than$5 for the parental
fee.
B. For all recipients of Low-Income Child Care that are at or above 131%of
federal poverty,the recipient will pay half of what the regular parental fee
would have been per requirements of Section 3.9 of the Colorado
Department of Human Services, Operations Manual Volume 3.
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Working teen parents that are pursuing a high school diploma or GED, and do not
have any other working members in the household, on their case, will have their
parental fee waived altogether.
This subsection will be re-reviewed by the Weld County Board of Commissioners
on a semi-annual basis for continued approval.
6.014.15.2 20% Rule
Weld County does not utilize the 20%Rule per Section 3.9 of the Colorado
Department of Human Services, Operations Manual Volume 3.
6.014.16 Child Care Authorizations for Low-Income and Colorado Works Child Care
Child Care authorizations will be based on the caretaker or caretakers' eligible
activity, as well as the children and adolescents' verified need. In some
situations, verified need will exceed the total number of hours needed for an
eligible activity.
6.014.161 Verified Needs that Exceed Eligible Activities
A. Travel Time
Extra care can be approved for children that have a caretaker(s)that travel
to and from their approved eligible activity. Verification is required when
authorizing additional care.
B. Study Time
Extra care can be approved for children that have a caretaker(s) in an
educational activity. Verification is required when authorizing additional
care.
C. Decoupled Schedule
The Department can authorize care for hours differing from when the
caretaker(s) are in the caretakers' eligible activity. As an example, care
could be approved for a caretaker who works full-time overnight and then
needs care during the day, for the caretaker to sleep.
Caretaker(s) are required to fill out a Child Care Needs Assessment if they
are asking for additional care. Additional verification may be requested,to
verify the additional care needed. This verification must be in writing.
Authorizations of care in excess of the eligible activities must be approved
by the Child Care Program Manager
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6.014.17 Training and Education
"Training and Education" definition:
A. Educational programs including regionally accredited post-secondary
training for a Bachelor's degree or less; or
B. A workforce training program such as vocational or technical job skills
training. Workforce training programs include educational activities such
as high school diploma, high school equivalency examination, English as a
Second Language, or adult basic education.
Low-Income Child Care recipients are eligible for up to forty eight(48)months of
"Training and Education" as an eligible activity.
6.014.18 School Age
The Department defines `school age" as being six years of age and older.
6.014.2 Quality Child Care Ratings for Licensed Providers
6.014.21 Quality Child Care Levels for Centers
The Weld County Department of Human Services will use the Colorado
Department of Human Services Quality Rating and Improvement System. This
system can be found on the State of Colorado's Office of Early Childhood
Education website. The Colorado Department of Human Services (CDHS) is the
designated entity that will certify the child care provider's level. Each level, as
defined by CDHS, signifies meeting a measurement of addition quality, as
demonstrated by the provider, to CDHS. All licensed providers immediately
qualify for Level 1. For more details than what is listed in Section 6.014, see
attachment CC-1.
6.014.211 Center Quality Child Care Levels for Infant through Five Years of Age
For centers, CDHS focus is on infant through five years of age. Levels 1 through
5 are as follows:
A. Level 1: Currently Licensed by the State of Colorado; and
B. Level 2:
1. Staff registers in the Professional Development Information
System(PDIS)
2. 75%of staff complete Level 2 training modules (10 hours each)
3. Completion of Level 2 Quality Indicator Program Assessment
4. Completion of Level 2 Quality Improvement Plan
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5. Submit application for Level 2 recognition
C Level 3-5
For more details than what is in Section 6.014, see attachment CC-2.
Categories Total Possible Min. Points for Min. Points for Min. Points for
Points Level 3 Level 4 Level 5
1. Workforce
Qualifications 31 8 12 18
& Professional
2. Family 22 10 13 20
Partnerships
3. Leadership,
Management& 26 12 18 24
Administration
4. Learning 29 8 13 22
Environment
5. Child Health 14 5 7 9
Optional
available points
by Colorado 12
Department of
Human Services
Minimum
Points Required 43 63 93
to Meet the
Level
Environmental At least 3.75 At least 4.75 At least 5.75
Rating Score with no with no with no
classroom below classroom classroom
a 3.0 below a 4.0 below a 5.0
For child care center centers providing care for infants and toddlers, only the points above are
the same, except for the following:
Categories Total Possible Min. Points for Min. Points for Min. Points for
Points Level 3 Level 4 Level 5
4. Learning 23 6 10 17
Environment
Minimum
Points Required 41 60 88
to Meet the
Level
5
6.014.212 Center Quality Child Care Levels for School Ages of Six and Older
Licensed child care centers will be given the opportunity to identify and present
evidence based and/or accredited quality child care models for school age
children for approval. The process for this is in the development state.
6.014.22 Licensed Home Quality Child Care Levels for all Ages
A. Level 1: Is Licensed by the State of Colorado; and
B. Level 2:
1. Staff registers in the Professional Development Information
System(PDIS)
2. 75%of staff complete Level 2 training modules (10 hours each)
3. Completion of Level 2 Quality Indicator Program Assessment
4. Completion of Level 2 Quality Improvement Plan
5. Submit application for Level 2 recognition
C Level 3-5:
To increase licensed child care home providers quality,providers must
meet the minimum point requirements in each of the listed categories. For
more details than what is listed Section 6.014, see attachment CC-3.
Categories Total Possible Min. Points for Min. Points for Min. Points for
Points Level 3 Level 4 Level 5
1. Workforce
Qualifications 11 3 5 7
&Professional
2. Family 20 8 10 14
Partnerships
3. Leadership,
Management& 6 3 4 5
Administration
4. Learning 27 6 9 16
Environment
5. Child Health 14 5 7 8
Optional
available points
by Colorado 12
Department of
Human Services
Minimum
Points Required 25 35 50
6
to Meet the
Level
Environmental At least 3.75 At least 4.75 At least 5.75
Rating Score-
FCCERS-R
6.014.23 Reduction in Level or Model Rating
It is the provider's responsibility to notify the Department within ten(10)
calendar days of the provider's reduction in level(s) or change in Departmentally
approved model. The provider will have thirty (30) calendar days to rectify the
rating or the provider will be reimbursed at the level for which the provider
remains eligible for.
6.014.3 Child Care Provider Rates
The Department cannot reimburse a child care provider more than what the
provider charges its private-pay families.
6.014.31 Centers
The rates below do not include any activity or transportation fees.
Ages Birth to 17 Months
Level Full-Time
1 $39.23
2 $41.19
3 $43.25
4 $45.41
5 $47.68
Ages 18 to 35 Months
Level Full-Time
1 $35.53
2 $37.31
3 $39.17
4 $41.13
5 $43.19
Ages 36 to 59 Months
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Level Full-Time
1 $29.04
2 $30.49
3 $32.02
4 $33.62
5 $35.30
Ages 60 Months and Older- School Age
Level Full-Time
1 $29.04
6.014.32 Licensed Homes
The rates below do not include any activity or transportation fees.
Ages Birth to 17 Months
Level Full-Time
1 $34.50
2 $36.23
3 $38.04
4 $39.94
5 $41.93
Ages 18 to 35 Months
Level Full-Time
1 $31.09
2 $32.64
3 $34.28
4 $35.99
5 $37.79
Ages 36 Months and Older
Level Full-Time
1 $25.27
2 $26.53
3 $27.86
4 $29.25
5 $30.72
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6.014.33 Qualified Homes
Ages Birth to 17 Months Full-Time-$16.75 per day
Ages 18 to 35 Months Full-Time-$14.25 per day
Ages 36 Months and Older Full-Time-$12.50
6.014.34 Registration,Activity and Transportation
A. Activity and Transportation
The Department pays licensed child care providers $1 per day for activity
fees for children eighteen(18) months and older and $2 per day for
transportation fees for children and adolescents three (3) years and older.
Providers must also charge private-pay families, in order to be reimbursed
activity and transportation fees.
B. Registration
The Department will not pay registration fees for care.
6.014.35 Absences and Holidays
The Department includes absences and holidays in licensed provider's daily rates.
The daily rate computation for licensed providers includes twenty (24) absent
days and six (6)holidays.
6.014.36 Provider Part-Time Daily Rates
The provider part-time daily rate is calculated at 55%of the full-time daily rate.
Rates will be rounded up to the highest cent.
6.014.37 Special Needs Rates
Providers caring for a disabled child, can be reimbursed up to two times the
regular reimbursement rate. Disabled child is defined in Section 3.9 of the
Colorado Department of Human Services, Operations Manual, Volume 3.
6.014.4 Child Care Payroll Adjustments
A. Provider payments are made for services rendered for the current month
plus two prior months.
B. Retroactive payments for child care, greater than the current month plus
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two preceding months, may be considered and paid, when the Department
deems such exception is warranted, due to extenuating circumstances.
Reasons for such retroactive payments may be made when there is an
unintentional oversight on behalf of the caretaker or provider, or there is a
Department error. Under no circumstances will payments be made
retroactively for a period longer than the current month plus five
preceding months, unless the need for backdating payment is solely the
result of a Department error.
C. Decisions concerning provider payments beyond the current month plus
two preceding months, will be decided on a case by case basis. The Child
Care Program Manager will review and make recommendations on all
requests for provider payments greater than the current month plus two
preceding months for Low-income and Colorado Works Child Care. The
Assistance Payments Administrator or designee must issue final approval
for payment. For Child Welfare Child Care,the appropriate Child Welfare
Manager will review and make recommendations on all requests for
provider payments greater than the current month plus two preceding
months. The Child Welfare Division Manager or designee must issue final
approval for payment.
day Documentation of any payments approved past the sixty d y(60)time
period, will be retained with the billing information for auditing purposes.
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