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«CCDF PROVIDER MANUAL Updated October 1, 2012 Thank you for choosing to serve families enrolled in the Child Care and Development Fund (CCDF) Program. ...»

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Updated October 1, 2012

Thank you for choosing to serve families enrolled in the Child Care and Development Fund

(CCDF) Program. The CCDF Program provides child care subsidies for low income families

who are working or attending an accredited /certified school or training program. These families rely on affordable, quality child care in order to work and become self-sufficient. Their children rely on high quality child care in order to be safe, healthy, learning and ready to succeed in school and life.

You are an important part of the success of the families you serve!!

The CCDF Program is administered through the Indiana’s Family and Social Services Administration (FSSA) in the Division of Family Resources (DFR), Bureau of Child Care (BCC). BCC is committed to increasing the availability of quality child care environments for all Indiana families. High quality child care environments ensure that children are safe, healthy and learning. Assistance and support is available to all child care providers who wish to continue to grow professionally and offer the best quality child care possible. One of the many ways to receive this assistance is by joining Paths to QUALITY™, Indiana’s Quality Rating and Improvement System.

Paths to QUALITY (PTQ) is a free, voluntary system that allows all regulated child care providers the opportunity to join and provides families with an easy to recognize symbol of quality to assist in making child care choices which are best for their family. Each level of this four level system builds on the foundation of the previous one, resulting in significant quality improvements at each stage and national accreditation at the highest level. There are many advantages to joining Paths to QUALITY including free on-site technical assistance, free and low cost trainings, awards and incentives at each level and free marketing opportunities. If you are not currently participating in Paths to QUALITY and are interested in learning more, contact your local Child Care Resource and Referral Agency or the Indiana Association of Child Care Resource and Referral at (800) 299-1627.

The Indiana CCDF Provider Manual which follows is intended to give new providers an overview of the CCDF program including helpful hints on getting started and details about CCDF program policies and procedures. As a CCDF provider it is your responsibility to be fully aware of all CCDF policies and procedures. It is recommended that you check BCC’s website at www.childcarefinder.in.gov frequently for important CCDF announcements and other helpful resources.

If you would like more complete information about Indiana’s CCDF Policies and Procedures, you may view the complete CCDF Policy and Procedure Manual at http://www.in.gov/fssa/files/CCDFPolicyProcedureManual.pdf

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Updated October 1, 2012


805 Application The form a family completes with the Intake Office when applying for CCDF assistance.

Accreditation A voluntary system which evaluates child care programs against specific criteria in areas of curriculum, health and safety, parent communication, and staff qualifications which has been validated by a nationally recognized early childhood organization or institution.

Adverse Action Adverse action is an action toward an Applicant or Co-Applicant that includes denial of services, the potential termination or services, increase in co-payment or reduction in services. CCDF Applicant / Co-Applicant and CCDF Eligible Providers must be notified at least ten (10) calendar days before an Adverse Action can be imposed.

Age of Child Children must be under the age of thirteen (13), unless they have a qualifying documented special need. Children with a documented special need who require adult supervision or children requiring court ordered adult supervision may be enrolled through age seventeen (17).

Association of Christian Schools International Accreditation (ACSI) A Voluntary, nationally recognized accreditation system for child care programs. It is authorized and validated by the American Christ Schools International (ACSI).

Affiliated Computer Services (ACS) The company under contract to the Indiana Family & Social Services Administration to install and maintain the Hoosier Works for Child Care Payment System.

Appeal The right to request a hearing or administrative review as a result of a Notice of Order, suspension or termination.

Attendance An electronic or written record of child care provided which includes date and time of arrival and departure and has been verified by the parent/guardian for an identified period.

Authorized Representative A person, over the age of 18, other than the CCDF applicant(s), who receives a Hoosier Works for Child Care card with parent/guardian consent and is permitted to check children in or out of the child care facility or home. This authorized representative does not include their child care provider.

Updated October 1, 2012 Break Care Voucher A document which states the authorized subsidy for school-age child care services for a specific eligible child during a break in school which is greater than one week, including: CCDF eligible provider, begin date, and date, and dollar amount. Multiple vouchers within a subsidy begin and subsidy end date may be created to facilitate flexibility.

Central Reimbursement Office (CRO) An entity which validates and processes claims from CCDF Eligible Providers.

Check-In / Check-Out The term to describe the process of electronically documenting a child’s attendance through the use of a Point of Service (POS) device located at the child care center, home or ministry.

Child Care Development Fund (CCDF) The Federal program which subsidizes eligible families’ child care.

CCDF Provider Eligibility Standards (PES) These standards were also called Minimum Standards and are defined by Indiana state law. If a child care provider wants to be paid to care for CCDF children, they must meet these standards.

These standards are linked to the building or home where child care takes place. If a child care provider moves, the new building or home must be inspected. CCDF approval does not automatically transfer to another site.

Child Care Resource and Referral (CCRR) An agency serving each Indiana County to help families make decisions about quality child care for their children. CCRR agencies also offer various training opportunities and other business and child care resources to providers.

Co-payment A co-payment is defined as a weekly fee for child care based on the CCDF Household’s Income exceeding 100% of the Federal Poverty Guidelines and their year of CCDF participation utilizing the Division of Family Resources Child Care Income Eligibility Determination and Sliding Fee Scale.

Council on Accreditation (COA) A voluntary, nationally recognized accreditation system for early childhood centers and afterschool programs. It is authorized and validated by the National Early Childhood Program Accreditation Commission.

Discrepancy A discrepancy is defined as a payment request from a child care provider resulting from an incorrect payment for services provided. This request may be for additional payment for a weekly, hourly or daily voucher when payment was less than authorized subsidy.

Updated October 1, 2012 Full Time Care Care provided for twenty-five (25) hours or more per week, Sunday through Saturday, for nonschool age children or school-age children when school is not in session or when care is required during non-traditional hours. For school-age children, when school is in session, full time care is defined as fifteen (15) hours or more per week Sunday through Saturday.

Holidays A provider’s six (6) chosen dates of closure per calendar year for which the child’s attendance is credited as documented on the child’s CCDF voucher.

Hoosier Works for Child Care (HWCC) The electronic swipe card system which pays for child care provided to an authorized CCDF children.

Indiana Family & Social Services Administration (FSSA) Indiana’s lead agency for CCDF funding.

Legally Licensed Exempt Home Provider An unlicensed home provider, who does not care for more than 5 unrelated children at a time.

Licensed Child Care Center A provider licensed to provide child care services where at least one child is cared for in a nonresidential structure.

Licensed Child Care Home Provider (Class I or Class II) An individual who provides child care services in a residential structure other than the child’s residence.

Local Intake Office The agency where families apply for child care assistance to determine eligibility to receive CCDF services.

Nanny Care Child care services provided by an individual over eighteen (18) years of age who comes into the child’s own home and does not reside at the child’s address.

National After-School Accreditation (NAA) A voluntary, nationally recognized accreditation system for after-school programs. It is authorized and validated by the National After-School Association.

National Association for the Education of Young Children Accreditation (NAEYC) A voluntary, nationally recognized accreditation system for all types of early childhood centers and schools. It is authorized and validated by the National Academy of Early Childhood Programs, a division of the National Association for the Education of Young Children (NAEYC).

Updated October 1, 2012 National Association for Family Child Care Accreditation (NAFCC) A voluntary, nationally recognized accreditation system for family childcare homes. It is authorized and validated by the National Association of Family Child Care (NAFCC).

National Early Childhood Program Accreditation (NECPA) A voluntary, nationally recognized accreditation system for early childhood centers. It is authorized and validated by the National Early Childhood Program Accreditation Commission.

Non-Traditional Care Care provided outside Monday through Friday, 6:00 a.m. to 6:00 p.m., and sick child care.

Over Amount or Overage The portion of a provider’s charges which exceed the applicable county CCDF Reimbursement Rate and may be charged to the parent/guardian.

Paths to QUALITY (PTQ) Paths to QUALITY™ is a system where each level builds on the foundation of the previous one, resulting in significant quality improvements at each stage and national accreditation at the highest level. The system validates programs and providers for ongoing efforts to achieve higher standards of quality and provides incentives and awards for success.

Personal / Absent Days Twenty (20) days a parent/guardian may use for a child’s absence per enrollment year. Personal / absent days are provided to children who are enrolled on a full time weekly basis. These days may be used at the parent/guardians discretion for days when the provider was open for business, and the child was scheduled to attend, but did not attend any part of the day.

Point-of-Service (POS) The device used to swipe/check children in and out of your child care home or facility.

POS Reports - Reports child care providers receive from the POS equipment.

Daily Receipt – The receipt is printed each time a child is checked in or out.

Exceptions Report – A report showing any child who has been checked in but not checked out.

Totals Report – A report showing payments made to your home or facility for the previous business week. The business week starts on Sunday at 12:01 am and ends on Saturday at 12:00 am (midnight).

Provider An individual, eighteen (18) years of age or older, who is responsible for the direct care, protection, and supervision of children in the absence of their parent/guardian.

Ratios (Child/Staff) The maximum number of children permitted per direct child care provider in accordance with state regulations.

Updated October 1, 2012 Resident A person who lives in the county in Indiana where they are applying or receiving assistance.

This can include a person temporarily residing in a domestic or homeless shelter. Also included are children who are legal (qualified) aliens. There is no minimum length of time a client must reside in Indiana.

School-Age Child care provided to children attending school for the entire day needing before and after school care during traditional hours, including children attending all day Kindergarten.

School-Age Other School-age other care is defined as child care provided during a break in school which is greater than one (1) week, for care provided outside of Monday through Friday 6:00am – 6:00p.m. and care provided to sick children.

Service Need A service need is established when each parent/guardian living in the home with an eligible child/children can demonstrate the need for child care by providing proof of participation of one or more of the following: employment activities, education and training activities or Child Protective Services.

Shift Care CCDF children are assigned to a shift, according to the parent/guardians service need to one or both 12 hours shifts. (Shift One – 6:00 a.m. to 6:00 p.m. / Shift Two – 6:00 p.m. to 6:00 a.m.).

A child who needs care that would overlap the shifts will be assigned to both shifts.

Store and Forward (SAF) The POS system’s method of processing swipe activity (check in / checkout) when the telephone line is unavailable. The swipes are stored in the POS and forwarded to the main computer when the phone line becomes available provided electricity is available or battery life remains.

Subsidy The maximum child care reimbursement less applicable co-payment.

Substantiation A determination regarding the status of a child abuse/neglect, fraud or health and safety hazard report whenever facts obtained during an investigation of the report provides credible evidence it has occurred.

TANF Temporary Assistance to Needy Families


A TANF program that provides services to parents who are involved in very specific job related activities.

Updated October 1, 2012 The Consultants Consortium (TCC) The agency responsible for inspection and certification of legally license exempt centers and homes.

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