ABC Frequently Asked Questions

1
ABC Frequently Asked Questions

• Coordinator Training 2008
• www.arkansas.gov/childcare

2
What are the job functions of each ABC Division
staff?

• ABC Program Administrator
• Jamie Morrison
• ABC Program Specialist
• ABC Rules/Technical Assistance
• Kelly Alexander
• Sherrill Archer
• Deborah Blackburn
• Tassie McCollum
• John Barron
• ABC Financial Specialist
• Money
• Kathy Miles (A-K)
• Nancy Pearlstein (L-Z)
• ABC Data Specialist
• COPA
• Jennifer Spriggs-Supervisor
• Barbara Barrows
• Pamela Pennington
• Melanie Thompson

3
What do you need to let your specialist know?

• Changes to LOCATION.
• Changes to STAFF.
• Changes to EMAIL.
• You have 5 days to let your specialist know.

4
Email Address

• Email is one of the primary ways we share
  information.
  
• Be sure you have a valid email address during the
  program year and the summer months.

5
What do you need to determine eligibility?

• A completed APPLICATION
• Up to date IMMUNIZATIONS
• Birth CERTIFICATE/RECORD
• ELIGIBILITY documentation

6
Income Eligibility

• When determining income, only use
• EARNED INCOME
• UNEMPLOYMENT
• Use GROSS pay
• On income tax forms, use ADJUSTED GROSS INCOME

7
What if the parent/guardian isnt working?

• In addition to other forms of verification found
  in the Procedures Manual
  
• Signed, notarized statement of zero income.

8
Two Parent Households

• In a two parent household BOTH incomes must be
  used to determine eligibility.
  
• If one of the parents isnt working, then you can
  verify income with
  
• JOINTLY filed tax form
• Childs Medicaid or ARKids 1st card with CURRENT
  date
  
• Notarized statement of zero income from the
  non-employed parent
  
• Statement from DHS that the familys income is
  below 200 Federal Poverty Level.
  

9
Age Eligibility

• What if the child doesnt have a birth
  certificate?
  
• If you use a birth card, the copy must be
  LEGIBLE!
  

10
ARKids 1st

• Can I use the childs ARKids 1st card?
• Only if it has a CURRENT (within last 12 months)
  date
  
• What if it has an old date?

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Dual Eligibility

• Refers to a child enrolling in both a
  Center-based and a HIPPY or PAT program.
  
• The child must qualify for enrollment in an ABC
  program.
  
• Then a child must meet at least one ADDITIONAL
  criteria of the following categories
  

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Dual Eligibility

• Parents without HS diploma or GED
• Birth weight
• Parent is
• Family has a history of substance
  abuse/addiction
  
• Eligible for services under IDEA
• Parent has a history of abuse or neglect or is a
  victim of abuse or neglect
  
• Child exhibits a demonstrable developmental delay
  as identified through an appropriate screening

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Dual Eligibility

• Child lives in a single parent household or has
  parents who are divorced
  
• Child is a foster child
• Child has incarcerated parent
• Child has parents who cannot read
• Child is homeless
• Child or parent has limited English Proficiency
• Child is in the custody of family member other
  than mother and father

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Dual Enrollment

• Dual enrollment shall not exceed 25 of the
  programs total ABC enrollment.
  
• Whichever program enrolls the child SECOND shall
  be responsible for obtaining eligibility for dual
  enrollment.
  
• Center-based program is responsible for WSS and
  developmental screening.

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Childrens Record

• A record must be maintained for every child
  enrolled in an ABC program.
  
• Much of this information is CONFIDENTIAL and must
  be kept in a secure location and LOCKED.
  
• This information must be AVAILABLE for inspection
  by DCCECE staff.
  
• If records are kept off-site, copies shall be
  make and given to teachers on-site.
  

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Record vs. Portfolio

• Eligibility information
• Confidential information
• Kept in secure and locked location

• Samples of childs work
• Teacher documentation of observations

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Childrens Records

• Birth certificate, hospital birth record or other
  official verification of birth date
  
• Documentation of child eligibility
• Completed and dated application form
• Emergency information, including non-parental
  contact and medical information
  
• Parental authorization for medical care, daily
  pick-up and field trips

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Childrens Records

• Field trip authorization
• Completed Health Form and Immunization record (or
  proof of current immunizations)
  
• Record of completed developmental screening
• Samples of childs work
• Teacher and parent observations and summaries of
  parent-teacher conferences
  
• Work Sampling Developmental Checklists (3rd
  period only)
  

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Waiver Requests for Child Eligibility

• Complete the Waiver Request Form
• Submit form and supporting documentation
• Waivers for K-eligible children are rarely
  approved.

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What happens if I serve ineligible children?

• You will be placed on a COMPLIANCE PLAN.
• You will have to PAY back the funds.
• This could affect future FUNDING.

21
Undocumented immigrants

• Your job is not to be Immigration and Customs
  Enforcement
  
• Same documentation required as any other family
  applying for the program age and eligibility
  

22
At what point can I dismiss a child for behavior?

• No child in ABC shall be dismissed or expelled
  from the program for behavior without approval
  from DCCECE.
  
• No child shall be dismissed or refused enrollment
  due to toileting issues.
  

23
What is the appropriate procedure when a child
has behavior issues?

• Use positive guidance, be consistent and
  individualized and appropriate to the childs
  level of understanding.
  
• Follow the standards of NAEYC Accreditation
• Hold a teacher-parent discussion in private to
  use a team approach to the problem
  
• Use a Behavior Tracking Log to identify when,
  how, why, and what consequences of the behavior
  are
  
• Make a referral to the Early Childhood
  Cooperative Behavioral Specialist and follow up
  with contact
  
• Contact your ABC program specialist for technical
  assistance resources

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For what reasons can a child be dismissed?

• Non-attendance Parent decision not to send
  child constitutes refusal of program services.
  
• Immunizations not current parent refusal to
  update
  
• Health Screening not provided by parent within 45
  days of attendance

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If a child arrives late can I send him/her home?

• The child may be counted as tardy.
• Your parent handbook should contain an
  ATTENDANCE POLICY which addresses absence and
  tardiness.
  

26
What training sessions are mandated for the ABC
Coordinator?

• Required Annually
• 1. ABC Budget Training
• 2. ABC Coordinator Training

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What training sessions are recommended for the
ABC Coordinator?

• We highly encourage that they obtain the
  training for informational purposes
  
• 1. Environmental Rating Scales (ECERS,
  ITERS)
  
• 2. COPA
• 3. Work Sampling Administrative Overview

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What training sessions are mandated for the ABC
Classroom Staff (teachers paraprofessionals)?

• Environmental Rating Scales
• (ECERS, ITERS, FCCERS) is required ANNUALLY
• Work Sampling Training
• 1. Initial Work Sampling training is required
  for all
  
• new classroom staff (one-time)
• 2. Work Sampling Curriculum Connections (this is
  
  
• highly recommended for existing classroom staff
  but not required)

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What training sessions are mandated for the ABC
Classroom Staff (teachers paraprofessionals)?

• Curriculum Trainings (one-time for all classroom
  staff)
  
• 1. Arkansas Early Childhood or Infant/Toddler
  Frameworks
  
• 2. Pre-K ELLA (Early Literacy Learning in
  Arkansas)
  
• 3. INDEX (Math Science for Young Children)
• 4. Social/Emotional Learning in Arkansas
• NOTE These do not all have to be taken in the
  same year just have a plan for staff to
  complete.
  

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COPA

• This training is only required for the person(s)
  that will be entering the information and
  attendance in the COPA system. It is recommended
  that the staff attend training annually to
  receive updates.

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Registry

• To register for all trainings, visit the Registry
  website at http//professionalregistry.astate.edu
  

32
What if I cant find minimally qualified staff

• You must document your efforts to locate staff
  that meet minimum qualifications.
  
• You must contact your Program Specialist
• You may hire a less than minimally qualified by
  applying for a Staff Qualifications Plan (staff
  must be able to complete within 2 years)
  
• You may request a degree exemption for a person
  who holds an appropriate degree in another area
  and 12 hours of early childhood coursework
  

33
What are my responsibilities if I hire someone on
a SQP?

• You must submit a progress report each 6 month
  period and the applicant must make documented
  progress.
  
• You must fund the coursework required by the SQP
  through your professional development money or
  match.

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Staff Qualification Plan Application

• Completed application including signatures
• Course of study plan signed by advisor
• Copy of current credential
• CDA certificate
• Associates/Bachelors degree
• Transcript if applicable

35
Staff Qualification Planprocess

• Upon receipt of approval letter and SQP
  agreement, MUST return agreement with all
  signatures.

Note agreement not valid if not returned with
signatures.
36
Finance

• All budgets must be approved by September 15,
  2008.
  
• If program received expansion slots, a revised
  budget must be submitted by this date as well.

37
Financial Reports

• End-of-year expenditure
• This was due July 31, 2008. It is imperative to
  get this submitted immediately.
  
• Mid-year expenditure
• Due January 31, 2009

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Financial Reports

• Start-up funds report
• Due January 31, 2009
• Enhancement grant reports
• Due January 31, 2009
• Summer program report (if applicable)
• Due October 15, 2008

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Payment

• Payment is based on ACTUAL enrollment
• COMMUNICATION is key!!
• Please make sure the staff who enters COPA and
  the staff responsible for receiving the payments
  are communicating regularly.
  

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What happens if I have money left over at the end
of the year?

• Send us a check for money not spent.
• OR
• We can deduct it from the next years payments.

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Monthly payments

• Any discrepancies must be reported within 30 days
  of receipt of payment for adjustments to be
  considered.

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Questions?