Management Bulletin 20-09 - PowerPoint Presentation

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Management Bulletin 20-09COVID-19 Guidance on Program Self-Evaluation, Contract Monitoring and Program Quality Requirements and Management Bulletin 20-10 COVID-19 Guidance Regarding Family Child Care Home Education Networks

California Department of Education

Early Learning and Care Division and Child Development and Nutrition Fiscal Services

Date: April 24, 2020

Time: 10:00 a.m. - 11:30 a.m.

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Agenda

Senate Bill (SB) 117

Management Bulletin 20-09: COVID-19 Guidance on Program Self Evaluation, Contract Monitoring, and Program Quality Requirements

Management Bulletin 20-10: COVID-19 Guidance for Family Child Care Home Education NetworksResources Questions

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Senate Bill 117

On March 17, 2020, the Governor signed Senate Bill (SB) 117 (Chapter 3, Statutes of 2020) which includes provisions to ensure continuity of payments to state-subsidized Early Learning and Care (ELC) programs. 

This bill gives the State Superintendent of Public Instruction (SSPI) broad authority to develop directives to modify contractual and reporting requirements, including for attendance and reporting, for state-subsidized ELC programs impacted by COVID-19. 

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Management Bulletin 20-09 

COVID-19 Guidance on

Program Self Evaluation, Contract Monitoring, and Program Quality Requirements 

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Management Bulletin 20-09 (2) 

This Management Bulletin (MB) is to notify and provide guidance to contractors about contractual requirements and instructions specific to program quality and monitoring after the enactment of Senate Bill (SB) 117

This MB is not a permanent change 

to statute or regulations. These requirements will apply until June 30, 2020, or until the State of Emergency has ended, whichever occurs firstAs the situation evolves and more information is available, the California Department of Education (CDE), Early Learning and Care Division (ELCD) will issue additional guidance

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Management Bulletin 20-09 (3)

MB 20-09 applies to the following contract types:

Alternative Payment Program (CAPP)

Migrant Child Care (CMIG and CMAP)California State Preschool Program (CSPP)General Child Care (CCTR)Family Child Care Home Education Networks (CFCC)Care for Children with Severe Disabilities (CHAN) 

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Policy

Effective immediately, the CDE, ELCD will suspend comprehensive compliance reviews of contractors for the remainder of Fiscal Year (FY) 2019-20

The CDE, ELCD will continue to perform compliance reviews to ensure program quality, as needed

Effective immediately, the CDE, ELCD will suspend the submission of the Program Self Evaluation (PSE) for FY 2019-207

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Policy (2)

The suspension of these requirements and associated timelines does not exempt contractors from providing quality program activities and services that are age appropriate and meet the developmental needs of each child, the cultural and linguistic needs of children and families, and the needs of children with exceptional needs and their families

State-subsidized early learning and care programs are required to continue to provide quality program activities and support services in compliance with

California Code of Regulations, Title 5 (5 CCR) and California Education Code (EC) 8203, as provided in the directives of the MB 

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Program Quality Contractual Requirements During an Emergency Closure

Contractors who are currently open, or who are physically closed but funded to be operational due to the COVID-19 pandemic, must develop a plan around modifying program operations to address the needs of children and families who are no longer being served in a physical setting during an emergency closure

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Program Quality Contractual Requirements During an Emergency Closure (2)

For contractors that have closed some or all sites, this plan must be provided to the contractor’s assigned regional consultant by April 30, 2020. This plan must include engaging staff during the emergency closure to provide supportive services to children and families.

This plan must include the following services, but may include others:

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Program Quality Contractual Requirements During an Emergency Closure (3)

Developing a family engagement plan for disasters

Providing online resources and activities for children and families at home, including virtual opportunities

To the extent practicable, assisting local efforts to provide child care and development services to essential employeesEngaging existing statewide quality projects supporting 5 CCR contractors for local and/or virtual professional development and support activities Engaging external online/virtual professional development opportunities for program staff

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Program Quality Contractual Requirements During an Emergency Closure (4)

The CDE, ELCD has developed a SNAP survey that addresses

the requirements of this plan. Please complete and submit the

survey at:

https://surveys2.cde.ca.gov/go/prgrmqualityemerplan.asp

Completion of this survey will satisfy the requirements of the plan submission.

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Requirements for Alternative Payment Program, Resource and Referral Program, CalWORKS Stage 2,

CalWORKS

Stage 3, and Migrant Alternative Payment Program Contracts

CAPP, Resource and Referral Program (CRRP) CalWORKS Stage 2 (C2AP) CalWORKS Stage 3 (C3AP), and Migrant Alternative Payment Program (CMAP) Contractors are exempt from the following requirements listed in the directives: Parent Involvement

Education Programs

Developmental Profile Requirements

Environment Rating Scale 

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Modified Quality Contractual Requirements

State-subsidized early learning and care programs are required to continue to provide modified quality program activities to all currently enrolled children and families in compliance with 5

CCR

and EC 8203, as directed in the MBModified quality contractual requirements are for the following quality components:

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Modified Quality Contractual Requirements(2)

Contract Monitoring Reviews

Program Self-Evaluation

Parent InvolvementEducation ProgramsStaff DevelopmentDesired Results Development Profile

Parent Survey

Health and Social Services

Environment Rating Scales

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Contract Reviews of Contractors

The CDE, ELCD will be conducting modified monitoring of contracts and will suspend all on-site visits, unless needed

The CDE, ELCD will continue to support contractors by providing technical assistance, training, and updated information remotely

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Program Self Evaluation Reporting Requirements Suspended

The requirement to submit the Program Self Evaluation (PSE) on June 1, 2020, has been suspended

The CDE, ELCD will assess the need for the PSE, in light of the developments of the COVID-19 State of Emergency, and will provide additional guidance regarding the submission of the PSE at a later date if necessary

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Parent Involvement

CCTR, CSPP, CFCC, and CMIG contractors must contact each family a minimum of twice a week to keep updated on the child and family in compliance with 5

CCR

Section 18275 and must document outreach effortsTo the greatest extent possible, outreach efforts should be conducted in the family's preferred language via phone calls, emails, and/or textsOutreach should consist of a mix of individual and group activities to maintain relationships and supports for families and children with each other and with program staff

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Parent Involvement (2)

Contractors will communicate with families about their progress and needs with distance learning and the family’s overall well-being; providing resources and referrals to support services, social services, and health services as needed

Additional resources are available at the ELCD COVID-19 guidance and resource webpage

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Parent Involvement (3)

Contractors should contact the local Resource and Referral (R&R) agency

at https://www.cde.ca.gov/sp/cd/re/rragencylist.asp and the local Quality Counts California (QCC) consortia to identify additional resources to meet the needs of children and familiesParent conferences have been suspended through June 30, 2020, although contractors are encouraged to conduct these virtually whenever possible

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Education Program

CCTR, CSPP, CFCC, and CMIG contractors who are currently open, or who are physically closed but funded to be operational, will provide all enrolled families with developmentally appropriate activities that can be done at home

Activities provided will comply with 5

CCR Section 18273 and must be documented21

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Education Program (2)

Contractors are required to provide an activity plan for each child that can be incorporated into the daily activities and assists with creating a predictable routine in the family’s home 

These activities should be similar to those activities conducted at the center and promote the developmental progress of social emotional skills, language and literacy skills, problem solving skills, math and science skills, and physical health

Additional resources are available on the ELCD COVID-19 guidance and resources webpage

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Education Program (3)

Contractors who are currently open, or who are physically closed but funded to be operational, are required to offer virtual learning opportunities daily through various methods to maintain the developmental progress of currently enrolled children

These methods should include, but not be limited to, email, online learning platforms, video and/or activity packets

To the greatest extent possible, activities should be provided in the family's preferred language

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Education Program (4)

Contractors preparing activity packets should ensure the delivery of these packets comply with all social distancing requirements

Contractors should contact the local R&R agency and the local QCC consortia to identify additional resources to meet the needs of children and families

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Staff Development

Contractors who are currently open, or who are physically closed but funded to be operational, will provide all staff members professional development

Staff Development will comply with 5

CCR, Section 18274 and must be documentedContractors must provide professional development, or access to professional development, through distance learning opportunities for priority topics including, but not limited to, health and safety and child development

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Staff Development (2)

Contractors should provide staff development using, but not limited to, the resources located at the 

CDE, ELCD COVID-19 guidance and resource page

, as well as the resources below:View resources, including eight comprehensive 60-80 minute Health and Safety Modules for Child Care, located at California Early Childhood Online at https://www.caearlychildhoodonline.org/Contact your local Quality Counts California consortia to participate in professional communities of practice at

https://qualitycountsca.net/quality-partners/

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Staff Development (3)

Contact your local Resource and Referral Network agency for professional development opportunities. Resources are also available at 

https://rrnetwork.org/provider-services/provider-support-resources

View professional development resources at the Head Start Early Childhood Knowledge Center at https://eclkc.ohs.acf.hhs.gov/Contractors should also contact the local R&R agency and the local QCC consortia to identify additional resources to meet the needs of children, families, and staff.

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Desired Results Developmental Profile

CCTR, CSPP, CFCC, and CMIG contractors are required to submit data in DRDP Online for any rating period that complete data has been collected

Contractors shall not upload partial data into DRDP Online

Information, resources, and training on the DRDP Online system can be found at https://www.desiredresults.us/Rating periods after March 17, 2020 are suspended through June 30, 2020

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Parent Survey

This requirement has been suspended through June 30, 2020

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Health and Social Services

CCTR, CSPP, CFCC, and CMIG contractors are required to communicate with families about their progress and the family’s overall well-being

Contractors must identify, refer, and ensure that the families’ health and social services needs are being met

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Environment Rating Scales

This requirement has been suspended through June 30, 2020 for

CCTR, CSPP, CFCC, and CMIG contractors

The CDE, ELCD will assess the need for the Environmental Rating Scale (ERS), in light of the developments of the

State of Emergency in California as a result of the threat of the global pandemic disease

COVID-19, and will provide additional guidance regarding ERS at a later date if necessary.

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Resources

The CDE, ELCD has developed a COVID-19 guidance and resource page that includes answers to frequently asked questions, all management bulletins issued to implement pertinent legislation, and other relevant resources at

https://www.cde.ca.gov/sp/cd/re/elcdcovid19.asp

To be informed of the updated information, please sign up for the ELCD email list at https://www.cde.ca.gov/sp/cd/ci/progspeclist.asp

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Resources (2)

CDSS's COVID-19 Guidance website:

https://inforesources/child-care-licensing 

The California COVID-19 Response website: 

https://covid19.ca.gov/

The California Department of Public Health's website:

https://www.cdph.ca.gov/

 

The CDC website: 

https://www.cdc.gov/

 

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Questions

If you have any questions regarding the information in this MB, please contact your assigned Early Learning and Care Consultant via the CDE Consultant Regional Assignments web page at

https://www.cde.ca.gov/sp/cd/ci/assignments.asp

or by phone at 916-322-623334

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Management Bulletin 20-10

COVID-19 Guidance for

Family Child Care Home Education Networks

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Management Bulletin 20-10  

This Management Bulletin (MB) provides guidance for contractors who provide services through Family Child Care Home Education Networks (FCCHEN)

This MB is not a permanent change 

to statute or regulations. These requirements will apply until June 30, 2020, or until the State of Emergency has ended, whichever occurs firstAs the situation evolves and more information is available, the California Department of Education (CDE), Early Learning and Care Division (ELCD) will issue additional guidance

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Management Bulletin 20-10 (2)

MB 20-10 applies to the following contract types that provide services through FCCHENs:

Migrant Child Care (CMIG and CMAP)

California State Preschool Program (CSPP)General Child Care (CCTR)Family Child Care Home Education Networks (CFCC)

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Policy for Family Child Care Home Education Networks

CDE, ELCD contractors will be supported during periods of physical closure due to the COVID-19 state of emergency. Contractors will continue to receive apportionments during the COVID-19 pandemic. Contractors who have physical and on-site closures and suspensions must continue program operations to support children and their families, staff and Family Child Care Home (FCCH) providers during periods of closure. In order to support contractors during this time, contractual requirements for contractors providing Early Learning and Care (ELC) services through FCCHENs are to be addressed as provided in the directive below.

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Provider Payments

Providers who are closed:

CFCC, CCTR, CSPP and CMIG contractors who provide services through FCCHENs must continue to pay FCCHEN providers who have closed due to the COVID-19 pandemic, using the most recent monthly attendance record or invoice, except where otherwise provided

FCCHEN providers who are closed due to the COVID-19 pandemic and are not able to submit their monthly attendance record or invoice shall be reimbursed based on the certified need of each familyFor families certified for a variable schedule, providers shall be reimbursed based on the maximum authorized hours of care

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Provider Payments (2)

In instances where FCCHEN providers have closed, CFCC, CCTR, CSPP, and CMIG contractors must submit an emergency closure request to ensure that reimbursement is not impacted

Contractors who receive reimbursement from CDE, ELCD for the emergency closure must reimburse the FCCHEN provider according to the normal reimbursement schedule

To continue to receive reimbursement, FCCHEN contractors and family childcare providers must continue to meet contractual requirements

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Provider Payments (3)

Providers Who Remain Open:

FCCHEN providers who remain open to serve children of essential worker families:

Shall submit attendance records or invoices in accordance with current reporting policiesMay submit attendance records or an invoice without the parent signature if the parent is unable to sign due to the COVID-19 pandemicMay include child absences due to the COVID-19 pandemic as an excused absence

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Provider Payments (4)

Regardless of attendance, providers shall be reimbursed based on the certified need of each family

For families certified for a variable schedule, reimbursement shall be made for the maximum authorized hours of certified need

Providers that are unable to submit an attendance record or invoice due to the COVID-19 pandemic should contact their CFCC, CCTR, CSPP or CMIG contractorIf providers are unable to submit an attendance record or invoice, the CFCC, CCTR, CSPP or CMIG contractor must reimburse providers as directed above

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Provider Payments (5)

CFCC, CCTR, CSPP and CMIG contractors who provide services through FCCHENs should work with the family childcare providers to determine the best way to receive attendance and/or invoice records while ensuring local public health department guidelines are being met. This may include, but is not limited to, submitting electronic records, including scanned or digital signatures

MB 17-04, located at

https://www.cde.ca.gov/sp/cd/ci/mb1704.asp provides directives for the use of digital signatures

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Program Quality Contractual Requirements During an Emergency Closure for Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide services through FCCHENs, and whose providers are physically closed but funded to be operational due to the COVID-19 pandemic, must develop a plan around modifying program operations to address the needs of children and families who are no longer being served in a physical family child care home education network setting during an emergency closure.

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Program Quality

Contractual Requirements During an Emergency Closure for Family Child Care Home Education Networks

(2)

For contractors whose providers have closed, the plan must be provided to the contractor’s assigned regional consultant by April 30, 2020. This plan must include engaging providers during the emergency closure to provide supportive services to children and families. This plan must include the following services, but may include others:

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Program Quality

Contractual Requirements During an Emergency Closure for Family Child Care Home Education Networks

(3)

Developing a family engagement plan for disastersProviding online resources and activities for children and families at home, including virtual opportunitiesTo the extent practicable, assisting local efforts to provide child care and development services to essential employeesEngaging existing statewide quality projects supporting 5 CCR contractors for local and/or virtual professional development and support activities

Engaging external online/virtual professional development opportunities for program staff

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Program Quality Contractual Requirements During an Emergency Closure (4)

The CDE, ELCD has developed a SNAP survey that addresses the requirements of this plan. Please complete and submit the survey at:

https://surveys2.cde.ca.gov/go/prgrmqualityemerplan.asp [link no longer available]

Completion of this survey will satisfy the requirements of the plan submission

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Modified Quality Contractual Requirementsfor Family Child Care Home Education Networks

State-subsidized early learning and care programs are required to continue to provide modified quality program activities to all currently enrolled children and families in compliance with

California Code of Regulations

, Title 5 (5 CCR) and California Education Code (EC) 8203, as directed in the MB. Modified quality contractual requirements are for the following quality components:

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Modified Quality Contractual Requirements for Family Child Care Home Education Networks

(2)

Parent Involvement

Education ProgramsStaff DevelopmentDesired Results Development ProfileHealth and Social Services

Environment Rating Scales

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Parent Involvement for Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide services through FCCHENs and whose providers are currently open, or who are physically closed but funded to be operational due to the COVID-19 pandemic must collaborate with providers to contact families a minimum of twice a week to keep updated on the child and family, in compliance with 5

CCR

Section 18275, and must document outreach efforts To the greatest extent possible, outreach efforts should be conducted in the family's preferred language via phone call, email and/or text messageOutreach should consist of a mix of individual and group activities to maintain relationships and supports for families and children with each other and with program staff and providers

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Parent Involvement for Family Child Care Home Education Networks (2)

Contractors will collaborate with providers to communicate with families about their progress and needs with distance learning and the family’s overall well-being, and provide resources and referrals to support services, social services, and health services as needed

Additional resources are available on the ELCD COVID-19 guidance and resource webpage

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Parent Involvement for Family Child Care Home Education Networks (3)

Contractors should contact the local Resource and Referral (R&R) agency and the local Quality Counts California (QCC) consortia to identify additional resources to meet the needs of children and families

Parent conferences have been suspended through June 30, 2020, although contractors are encouraged to conduct these virtually whenever possible

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Education Program Parent Involvement for Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide services through FCCHENs and whose providers are currently open, or who are physically closed but funded to be operational, will collaborate with providers to provide all enrolled families with developmentally appropriate activities that can be done at home

Activities provided will comply with 5

CCR Section 18273 and must be documented

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Education Program Parent Involvement for Family Child Care Home Education Networks (2)

Contractors are required collaborate with providers to provide an activity plan for each child that can be incorporated into the daily activities and assists with creating a predictable routine in the family’s home

These activities should be similar to those activities conducted at the Family Child Care Home (FCCH) program and promote the developmental progress of social emotional skills, language and literacy skills, problem solving skills, math and science skills, and physical health

Additional resources are available on the ELCD COVID-19 guidance and resources webpage

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Education Program Parent Involvement for Family Child Care Home Education Networks (3)

To the greatest extent possible, activities should be provided in the family's preferred language

Contractors who are currently open, or who are physically closed but funded to be operational, are required to collaborate with providers to offer virtual learning opportunities daily through various methods to maintain the developmental progress of currently enrolled children

These methods should include, but not be limited to, email, online learning platforms, video and/or activity packets

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Education Program Parent Involvement for Family Child Care Home Education Networks (4)

Contractors preparing activity packets should ensure the delivery of these packets comply with all social distancing requirements

Contractors should contact the local R&R agency and the local QCC consortia to identify additional resources to meet the needs of children and families

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Staff Development Education Program Parent Involvement for Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide services through FCCHENs and whose providers are currently open or who are physically closed but funded to be operational will provide all staff members and FCCH providers with professional development

Staff Development will comply with 5

CCR 18274 and must be documentedContractors must provide professional development through distance learning opportunities for priority topics including, but not limited to, health and safety and child development

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Staff Development Education Program Parent Involvement for Family Child Care Home Education Networks (2)

Contractors should provide staff development using, but not limited to, the resources located at the 

CDE, ELCD COVID-19 guidance and resource page

, as well as the resources below:View resources, including eight comprehensive 60-80 minute Health and Safety Modules for Child Care, located at California Early Childhood Online at https://www.caearlychildhoodonline.org/

Contact your local Quality Counts California consortia to participate in professional communities of practice at

https://qualitycountsca.net/quality-partners/

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Staff Development Education Program Parent Involvement for Family Child Care Home Education Networks(3)

Contact your local Resource and Referral Network agency for professional development opportunities. Resources are also available at

https://rrnetwork.org/provider-services/provider-support-resources

View professional development resources at the Head Start Early Childhood Knowledge Center at https://eclkc.ohs.acf.hhs.gov

Contractors should also contact the local R&R agency and the local QCC consortia to identify additional resources to meet the needs of children, families, and staff

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Desired Results Developmental Profile for Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide early learning and care services through FCCHENs, are required to submit data in DRDP Online for any rating period that complete data has been collected

Contractors shall not upload partial data into DRDP Online

Information, resources, and training on the DRDP Online system can be found at https://www.desiredresults.us/ Rating periods after March 17, 2020 are suspended through June 30, 2020

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Health and Social Services for

Family Child Care Home Education Networks

CFCC, CCTR, CSPP, and CMIG contractors who provide services through FCCHENs and whose providers are currently open, or who are physically closed but funded to be operational, are required to collaborate with providers to communicate with families about their progress and the family’s overall well-being

Contractors must identify, refer, and ensure that the families’ health and social services needs are being met

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Environment Rating Scales for

Family Child Care Home Education Networks

This requirement has been suspended through June 30, 2020

The CDE, ELCD will assess the need for the Environmental Rating Scale (ERS), in light of the developments of the

State of Emergency in California as a result of the threat of the global pandemic disease

COVID-19, and will provide additional guidance regarding ERS at a later date if necessary

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Resources for Contractors

The CDE, ELCD has developed a COVID-19 guidance and resource page that includes answers to frequently asked questions, all management bulletins issued to implement pertinent legislation, and other relevant resources at

https://www.cde.ca.gov/sp/cd/re/elcdcovid19.asp

To be informed of the updated information, please sign up for ELCD email list at https://www.cde.ca.gov/sp/cd/ci/progspeclist.asp

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Resources for Contractors (2)

CDSS's COVID-19 Guidance website:

https://inforesources/child-care-licensing 

The California COVID-19 Response website: 

https://covid19.ca.gov/

The California Department of Public Health's website:

https://www.cdph.ca.gov/

 

The CDC website: 

https://www.cdc.gov/

 

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Questions?

If you have any questions regarding the information in this MB, please contact your assigned Early Learning and Care Consultant via the CDE Consultant Regional Assignments web page at

https://www.cde.ca.gov/sp/cd/ci/assignments.asp

or by phone at 916-322-623365

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Thank You

Fred Rogers:

“

We live in a world in which we need to share responsibility. It's easy to say: "It's not my child, not my community, not my world, not my problem." Then there are those who see the need and respond. I consider those people my heroes.”

 

Photo: First 5 San Francisco

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