SCHOOL READINESS (SR) PROVIDER Requirements
Annual Contract Completion for School Readiness (SR) Providers:
A new School Readiness contract must be completed on the ELCPBC Provider Portal for each Fiscal Year (currently certifying contracts for upcoming Fiscal Year 2017-2018 beginning July 1, 2017). You can find detailed instructions on the features and use of the portal in the Provider Portal Manual. Helpful video tutorials are also available here. When you are a School Readiness Provider, it is important to know the responsibilities outlined in the Provider Contract and to be up to date on any new regulations. Please review the entire contract to ensure you are in full compliance with all of aspects of the contract.
- Provider logs into their account and completes the applicable School Readiness contract with attachments/amendments, uploading all additional documentation as required within the ELCPBC Provider Portal.
- Coalition's Provider Services team reviews supporting documentation and certifies School Readiness contract.
- Provider is eligible to accept School Readiness funded enrollments.
In order for contracted providers to get paid for School Readiness funded enrollments, provider must complete the following steps:
- Record attendance online in the ELCPBC Provider Portal.
- Submit attendance sheet to the Coalition no later than the 3rd Business Day of the month.
- Provider submits any extended absence documentation to Coalition's Reimbursement team.
- Payment is released to providers on the 16th of the month, or the business day prior (if on a holiday or weekend). Providers can select the option of having payment issued via direct deposit by completing the Electronic Funds Transfer (EFT) Authorization Form.
- Payment reports are uploaded for the provider to review by the 18th of the month.
- Providers have 60 days after payment reports are issued to report any discrepancies to the Coalition.
Additional Required Reporting and Documentation for SR Providers:
- School Readiness Absence Reporting Requirements:
Per s. 1002.87(8), F.S., if an enrolled child is absent for five (5) consecutive scheduled days with no contact from the parent, then the child care provider must notify the Early Learning Coalition of Palm Beach County by the close of business on the 5th day of absence. To submit the above form or other written notification, please click here to upload electronically via Box.
- Rilya Wilson Act Reporting Requirements:
Per s. 39.604(4)(b)(1), F.S., is a Protective Services child is absent for one (1) day with no contact from the parent or caregiver by the end of the day; or has had seven (7) consecutive excused absences, then the child care provider must notify the Early Learning Coalition of Palm Beach County by the end of the next business day.
- "Unusual Incident" Reporting:
Per Paragraph 70 of the School Readiness agreement/contract, Paragraph 65 of the Voluntary Prekindergarten (VPK) agreement/contract, and Paragraph 67 of the Children's Services Council (CSC) Scholarship agreement/contract, providers must "report unusual incidents to the Coalition by no later than the close of business on the next business day of the unusual incident and to submit a written report to the Coalition within three (3) business days from the date of the incident. For licensed providers, sending a copy of the incident report submitted for the Department of Children and Families (DCF) to the Coalition shall constitute compliance with this [requirement]."
According to the above mentioned agreements/contracts, an "unusual incident" is described as an event involving the health and safety of a child while in the provider's care and/or any incident that may cause a disruption in the provider's operation. Specific examples include "accusations of abuse or neglect against the provider or provider's staff; the injury of a child which requires professional medical attention at the provider's site or written notification from the child's parent that the child received professional medical attention; and when a provider receives notice of litigation where the provider is named party or defendant and which relates to the provider's operation at any location at which [School Readiness, VPK, and/or CSC Scholarship] services are being provided."
- Developmental Screening:
Based on Florida Rules 6M-4.720(2)(b), every School Readiness (SR) child must be screened, using the Ages and Stages Questionnaire (ASQ), within 45-days of enrollment. The ASQ-3 is the specific version of the tool utilized by ELCPBC, in addition to the Ages and Stages Questionnaire: Social-Emotional (ASQ-SE). Both, the ASQ-3 and ASQ-SE, are parent-completed screening tools. The ASQ-3 assists in tracking each child’s development in the areas of communication, gross motor, fine motor, problem solving, and personal-social. The ASQ-SE assists in tracking each child’s social-emotional development in the areas of self-regulation, compliance, social-communication, adaptive functioning, autonomy, affect, and interaction with people. See our Provider Child Development page for more information on our Developmental Screening department.
- Staff to Child Ratios:
All providers caring for School Readiness children must maintain the Department of Children and Families (DCF) staff to child ratios at all times. For more information on staff to child ratios, please click here to see the Florida Office of Early Learning's School Readiness Program Health and Safety Standards Handbook(s).
- Annual Child Care Resource and Referral (CCR&R) Update:
Please complete the annual CCR&R update on the Provider Portal by May 31 of each year. According to Florida Statute Rule 6M-9.3000, Providers must provide an annual CCR&R update to maintain compliance with the Voluntary Prekindergarten (VPK), School Readiness, and Children's Services Council (CSC) Scholarship agreements/contracts. Parents will then be able to know what their options are within the county. This is also a great way to advertise your facility and its programs.
- Parent Fees:
Parent fees are designated by the Florida Administrative Code (FAC) as a requirement for receiving services unless waived. In the event that a parent does not honor the obligation to pay the parent fees, it will be difficult to transfer their child to a different child care provider. It is recommended that all parents receive complete information regarding parent fees and/or the possibility of a tuition difference during enrollment and eligibility. We encourage all providers to provide the details of the difference of tuition prior to enrollment.