Family and Child Development Client Handbook …...Family and Child Development Client Handbook...

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Family and Child Development Client Handbook Inclusion Policy and Procedures Manual 2016 Government of Newfoundland and Labrador Department of Education and Early Childhood Development

Transcript of Family and Child Development Client Handbook …...Family and Child Development Client Handbook...

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Family and Child Development

Client Handbook Inclusion Policy and Procedures

Manual

2016

Government of Newfoundland and Labrador Department of Education and Early Childhood Development

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Table of Contents Topic Page

1. Available Supports 3 i Consultation Support 3 ii Grants 3

2. Eligible Applicant 4

3. Application and Assessment 4 3.1 Application 4 3.2 Assessment – General 4 3.3 Assessment of Eligibility for Grants/Funding 5 3.4 Assessment of Ammendments and Renewals 6

4. Eligible Costs and Activities 7

5. Referral/Consultation Process 8 5.1 Types of Supports Available 8

Consultation Supports 8 Grants .9 Funded Space 10 Staffing Grant 11

6. Recommendation and Decision Process 11

7. Child Care Service Notification 11

8. Appeals 12

9. Disbursements 12

10. Monitoring and Evaluation 13

11. Terms and Conditions of Funding 14

12. File Management and Reporting 16

Questions and Inquires 17 Appendix A – Forms 18 Glossary of Terms 19

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FAMILY AND CHILD DEVELOPMENT

INCLUSION PROGRAM

OVERVIEW: The Inclusion Program provides assistance to regulated child care services in including children with exceptionalities, to participate to their fullest potential in regular programming. Quality child care programs foster the development of all children, including children with diverse and exceptional needs. Supporting child care programs in inclusive practices means that children of all abilities and diversities have equitable access to quality child care programs and are supported in learning through play along with their peers. POLICY: 1. Available Supports

i. Consultation Support: Regional Inclusion Consultant or designated staff may provide

consultation support to an eligible child care service. These consultations may include, but are not limited to: a. Making recommendations for modifications to the child care environment.

b. Making recommendations for enhancements in interaction and engagement.

c. Assessing the program and materials to ensure that they are developmentally

appropriate for the children.

d. Assessing the daily program and schedule.

e. Facilitating specialized consultations where specific techniques, interventions, resources and/or modifications are required.

f. Facilitating professional training opportunities related to inclusion or exceptional need.

g. Assisting with transitional planning.

ii. Grants: Funding may be provided to an eligible child care service including: a. Replacement staff: to cover the costs of hiring a substitute where the Regional

Inclusion Consultant or designated staff deems it necessary for a child care service provider to participate in an individual multi-disciplinary program planning meeting or professional learning.

b. Funded space: to cover the cost of leaving a space vacant to reduce the adult-child ratio.

c. Staffing grants: to cover the cost of wages for an additional provider to reduce adult-child ratios where the Regional Inclusion Consultant or designated staff

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determines that more intensive levels of supports are required in the child care service to meet the needs of all of the children, where there are one or more children with exceptionalities in one or more domains.

2. Eligible Applicant

Eligible applicants are all regulated child care services including licensed child care centres; individually licensed family child care homes, and family child care providers approved under an Agency.

3. Application and Assessment

3.1 Application i. The Child Care Inclusion Program Application form and program information are

available on line on the government website under the Family and Child Development tab of the Department of Education and Early Childhood or via Regional Inclusion Consultant or designate of the Regional Office of Department of Education and Early Childhood Development (EECD).

ii. The child care service is responsible for collating and providing the information required

to support their application. For assistance in completing the application, the child care service may consult the Regional Inclusion Consultant or designated staff.

iii. The child care service may request inclusion supports by completing and submitting a

complete Child Care Inclusion Program Application form [Appendix A] and any required supporting documentation to the Regional Office of EECD.

iv. Incomplete or ineligible applications will be returned to the applicant with a written

explanation as to why the application cannot be processed.

3.2 Assessment – General i. Inclusion supports are assessed on a case by case basis depending on the specific

needs of the child care service.

ii. The Regional Inclusion Consultant or designated staff must contact the child care service to arrange an on-site visit to determine eligibility.

iii. The Regional Inclusion Consultant or designated staff must complete an on-site

consultation visit to review any observations completed by the child care service, make any recommendations for improvement and to determine whether or not the service is eligible for inclusion supports. This visit and any actions required must be documented on a Visit Summary Report. A copy of this Visit Summary Report will be provided to the child care service.

iv. If further observation and assessment is required, the Regional Inclusion Consultant or designated staff completes additional visits to the child care service to determine the type of support required to be most inclusive.

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v. To determine the type, level and amount of support, the Regional Inclusion Consultant or designated staff must consider: a. The least intrusive and most inclusive support option available.

b. The eligibility criteria for funding/grants as per Section 3.3.

c. The child care services’ capacity to meet the needs of children with exceptionalities

including staff qualifications and experience.

d. Whether or not other professionals are involved and the level of support that they may offer the child care service.

3.3 Assessment of Eligibility for Grants/Funding

i. The Regional Inclusion Consultant or designated staff must assess applications for

inclusion supports based on the circumstances and needs of the child care service. There are many factors that a Regional Inclusion Consultant or designated staff may consider in determining whether or not the service is eligible for funding through the Inclusion Program including, but not limited to the following:

a. Does the child care service have the capacity to effectively meet the needs of all of the children that they are enrolling in their service, including the knowledge and experience in child development and using inclusive practices?

b. Is the child care service adhering to the practices and principles of inclusion, including naturally occurring proportions, full participation, and same hours/days of attendance available to all children?

c. Are there challenges encountered solely related to programming issues? For example, are circle times too long, are wait times too lengthy, are transition times well planned?

d. Are the existing adult-child ratios not sufficient to ensure the health, safety and supervision of all of the children in the service, due to the exceptional needs of one or more children enrolled in the child care service? For example, one child care provider with a group of eight children and one or more of the children demonstrates challenges.

e. Is the quality of programming of the child care service compromised due to the exceptional needs of one or more children enrolled in the program?

f. Is it the written opinion of the Regional Inclusion Consultant (based on a minimum of two detailed observations and documentations), that one or more children, diagnosed with a developmental, physical, sensory, cognitive, neurological condition(s), or concerns over multiple domains, would not be able to meaningfully participate in a child care program without additional supports? Supportive documentation from a qualified professional (unrelated to the child care service), outlining the child’s developmental and physical needs will be taken into consideration, however a diagnosis alone is not sufficient to recommend a funded

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support as a child care services’ ability to work with various children varies from service to service.

g. Is it the written opinion of the Regional Inclusion Consultant (based on a minimum of

two detailed observations and documentations), that one or more children with unconfirmed exceptionalities, in any of the developmental domains, would not be able to meaningfully participate in a child care program without additional supports? Supportive documentation from a qualified professional (unrelated to the child care service), outlining the child’s developmental and physical needs will be taken into consideration, however a diagnosis alone is not sufficient to recommend a funded support as a child care services’ ability to work with various children varies from service to service.

3.4 Assessment of Amendments and Renewals

i. Amendments and Extensions/Renewals of inclusion supports are assessed by the

Regional Inclusion Consultant or designated staff on a case by case basis through ongoing monitoring and evaluation of inclusion support.

ii. To determine if an existing inclusion support is eligible for an extension/renewal or

amendment, the Regional Inclusion Consultant or designated staff must review the Child Care Inclusion Program Application and the rationale to amend, renew, or extend the existing support.

iii. The Regional inclusion Consultant or designated staff must determine the rationale to

amend/extend the existing support. This evaluation must include a clinical review to ensure that: a. The existing additional support is sufficient in achieving the goals and activities and

implementing inclusionary practices within the appropriate timeframes frequency and duration, as outlined in the Child Care Inclusion Program Action Plan.

b. The child care service is planning, observing and documenting any relevant changes in progression or regression of a child’s development.

c. The child care service is following through on any recommendations made by the Regional Inclusion Consultant or designated staff.

d. The child care service is completing any relevant documentation including the Individual Program Plans, attendance sheets, time sheets, participation in professional learning opportunities as required by the Regional Inclusion Consultant or designated staff, including, where applicable, ensuring that the additional staff funded by a staffing grant has obtained or is actively working toward obtaining minimum educational qualifications.

4. Eligible Costs and Activities

i. Mandatory employment related costs (MERCs) including vacation pay, Employment insurance, Workers Compensation and benefits, Canada Pension Plan, Labrador Living Allowance (if applicable).

ii. Medical/Health plans.

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iii. Other non- mandatory expenses may be approved at the discretion of the Department

with the appropriate documentation.

iv. Eligible costs must not exceed 20%.

v. Eligible Hours:

a. Where a funded space has been approved, eligible hours include the number of hours per day and the number of days per month that the space must remain vacant.

b. Where a replacement staff or staffing grant has been approved, eligible hours include the number of hours per day and the number of days per month that the additional person has actually worked in the inclusion role.

c. Where an unexpected event occurs such as one or more children with exceptionalities is absent from the program due to illness or other reason thereby reducing or eliminating the need for additional support in the room, the additional staff may use the approved hours for that day to perform activities that have been pre-approved by the Inclusion Consultant including, but not limited to: 1) Adapting materials and equipment as needed.

2) Developing a resource library: visuals, social stories, communication boards, etc.

3) Updating plans.

4) Participating in Professional training.

5) Consulting with the Inclusion Consultant and/or other professionals.

d. Where a child care service closes for Public holidays under the Shops Closing Act,

other closures or days where conditions exist that require closure to protect children and the other employees of the service are paid, then the child care service is eligible to invoice for the approved number of hours for the additional staff for that day.

e. The child care service must notify the Regional Inclusion Consultant or designated staff where the circumstances of the home or homeroom of the child care service changes for 3 consecutive days or consistently for one or more days per week. Excessive absences or events which change the circumstance of the need for inclusion support the approved inclusion support may be amended or cancelled and two weeks’ notice will be provided to the child care service.

f. Where the circumstances of a child care service changes due to a scheduled

absence or absences, the child care service must notify the Regional Inclusion Consultant or designate on the first day of absence.

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5. Referral/Consultation Process

i. Where the Regional Inclusion Consultant or designated staff has completed the assessment and determines that the child care service is eligible for inclusion supports, including the eligibility requirements for an extension, amendment or renewal, the Regional Inclusion Consultant or designated staff must: a. Inform the child care service of the findings of the assessment(s) and, in

collaboration with the service

b. Consider the most appropriate type of support beginning with the least intrusive and most inclusive support option as per section 5.1.

c. Inform the child care service of the conditions of the support option, if approved as per section 11.

d. Obtain all required information to complete the Child Care Inclusion Program

Consultation form including supporting documentation and signatures.

5.1 Types of Supports Available (Listed in order from least intrusive) i. Where the type of support requested or recommended includes any information

pertaining to a particular child, it must include the expressed written consent [Appendix A] of the child’s parent or legal guardian.

ii. Consultation Supports: The Regional Inclusion Consultant or designated staff is

available to assist the child care service in identifying and accessing support services and resources to plan for the individual needs of all the children in the service. Consultations may include the Regional Inclusion Consultant or designated staff to:

a. Assist a child care service with developing an Inclusion Policy for their Program

Submission and Parent Handbook.

b. Observe the routines and activities of the child care service and assists with the provision or identification of supports and resources that are recommended.

c. Assist with the implementation of inclusionary practices in a program including modifying the physical environment; programming materials and equipment; and/or the schedule of routines and activities.

d. Coordinate and collaborate on-site visits to the child care service with other professionals, ensuring that the recommended activities are embedded in the regular program, appropriate in a child care setting, and support the child care service in implementing goals and objectives.

e. Inform the child care service of relevant community resources, professional learning

opportunities, and/or on-line courses available.

f. Attend team and/or planning meetings to support inclusive practices.

g. Provide strategies on how to discuss sensitive issues with parents.

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h. Provide hands-on techniques.

i. Support the transfer of knowledge and skills with all adults working in the room in

response to challenging behaviours by modeling, coaching, and providing feedback regarding behavioural and environmental strategies.

j. Assist the service, where requested, to make referrals to other professionals or organizations such as Direct Home Services, Janeway Childhood Development, where there is expressed written consent of the parent/guardian.

k. Assist the service, where requested with transitional planning into the child care service, within the child care service, and from the child care service upon entry into the school system or out of child care where there is expressed written consent of the parent/guardian. A guide to transition planning is included in the resource section of [Appendix A].

iii. Grants: Attendance for Individual Program Planning Meetings (ISSP, IEP, IPP):

Where the Regional Inclusion Consultant or designate staff deems it necessary for a child care service provider to participate in an individual program planning meeting or professional training related to the specific needs of an individual child, the child care service may be approved to fund replacement staffing where:

a. There is expressed written consent from the child’ parent or legal guardian

authorizing permission for the designated child care provider to attend the child’s Individual support Services Plan (ISSP), Individual Educational Plan (IEP), Individual Program Plan (IPP) or relevant training on behalf of the child;

b. The child care service documents on the child’s IPP any goals and objectives, and/or activities that can be implemented in including the child in the program; and

c. The meeting uses a multi-disciplinary approach to planning.

d. Where the child care service requests the support of the Regional Inclusion Consultant or designate staff to participate in an individual program planning meeting (ISSP, IEP or IPP) or professional training related to the specific needs of an individual child, the Regional Inclusion Consultant or designated staff may do so where there is expressed written consent from the child’s parent or legal guardian authorizing permission for the Regional Inclusion Consultant or designated staff to attend their child’s ISSP/IEP/IPP and the ISSP/IEP/IPP team manager is informed that participation in the meeting is intended to: 1) Support the child care service provider in communicating the progress of the

child in the service, and for ensuring that recommended activities are developmentally appropriate for a regulated child care service and/or

2) Support the child care service provider in implementing goals and activities identified in the planning meeting and the child’s Individual Program Plan in the daily program.

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e. Where the Regional Inclusion Consultant or designated staff recommends a Replacement Staff support the Regional Inclusion Consultant or designated staff, in consultation with the child care service, must complete the relevant sections of the Child Care Inclusion Program Consultation [Appendix A] form, including: 1) The wage and benefits calculation and/or salary scale. A breakdown of benefits if

the child care service requests an eligible cost over 15%, (to a maximum of 20%).

2) The estimated number of hours of the meeting or training. 3) The cost estimate of travel (if applicable). 4) The anticipated time frame needed.

iv. Funded Space: Where the Regional Inclusion Consultant or designated staff,

recommends that funding a child care space to remain vacant to reduce the group size is the most appropriate support option, an eligible child care service may be approved for a Funded Space support where the Regional Inclusion Consultant or designated staff determines: a. That consultation supports alone are not sufficient to meet the needs of all the

children in the service.

b. That the existing child to adult ratio is not sufficient to implement inclusive practices and that a reduced ratio will offer the child care service provider additional time to spend with one or more children with exceptional needs.

c. Where the Regional Inclusion Consultant or designated staff recommends a Funded Space support the Regional Inclusion Consultant or designated staff, in consultation with the child care service, must complete the relevant sections of the Child Care Inclusion Program Consultation [Appendix A] form including:

1) That the vacant space is included in the calculation of the group size.

2) The hours/days designated for the funded space.

3) The cost estimate of funding the space based on the number of spaces and the

rate of subsidy.

4) The professional referral(s) (if applicable).

5) The anticipated time frame that the funded space is required.

v. Staffing Grant: Where the Regional Inclusion Consultant or designated staff, recommends that an additional child care provider is the most appropriate support option, an eligible child care service may be approved for a Staffing Grant to cover the costs of the additional person where:

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a. The Regional Inclusion Consultant or designated staff has determined that consultation supports alone are not sufficient to meet the needs of all the children in the service.

b. It is the professional opinion of the Regional Inclusion Consultant or designated staff that, without the additional provider, the existing adult to child ratio may compromise the health, safety, supervision of one or more of the children enrolled in the service.

c. It is the professional opinion of the Regional Inclusion Consultant or designated staff that, without the additional provider, the existing adult to child ratio may compromise the quality of the program and the level that each child can meaningfully participate in the routines and activities provided.

d. Where the Regional Inclusion Consultant or designated staff recommends a Staffing Grant support the Regional Inclusion Consultant or designated staff, in consultation with the child care service, must complete the relevant sections of the Child Care Inclusion Program Consultation [Appendix A] form including: 1) The wage and benefits calculation and/or salary scale. A breakdown of benefits if

the child care service requests an eligible cost over 15%, (to a maximum of 20%).

2) The hours/days recommended.

3) The anticipated time frame needed.

4) The professional referral(s) (if applicable).

6. Recommendation and Decision Process

Where the Regional Inclusion Consultant or designated staff has completed the assessment and, in consultation with the child care service, determines the most appropriate inclusion support option for the child care service, the Regional Inclusion Consultant or designated staff prepares a recommendation for a decision to approve or decline the support.

7. Child Care Service Notification

i. Where Child Care Inclusion Program funded supports are approved an Approval of

Child Care Inclusion Program Support will be issued to the child care service. Once the child care service has completed and returned the Identification of Staffing Resource section a Child Care Inclusion Program Service Agreement including Approval of Child Care Inclusion Program Support Schedule ”A” and Financial Requirements Schedule “B” will be issued to the child care service. a. Where it has been determined that the service does not meet the eligibility

requirements for the Inclusion Program, a Decline of Request for Child Care Inclusion Program Support letter, with a written explanation for reason of decline, will be issued to the child care service.

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b. Where it has been determined that a child care services no longer requires support, a Non-Renewal of Child care Inclusion Program Support letter will be provided to the child care service.

c. Where it has been determined that the child care service did not provide the necessary information within a timely manner or failed to be accountable for the program delivery requirements agreed to in the terms and conditions of the contract, a Decline of Request for Child Care Inclusion Program Support letter or Amendment of Request for Child Care Inclusion Program will be issued to the child care service. The letter will outline the rationale for the amendment and the direct impact to funding. The letter will outline the process of appeal as per Section 8.

8. Appeals

Where a child care service disagrees with the decision of the Regional Manager and the issue cannot be resolved through discussions with the Regional Manager, Regional Inclusion Consultant or designated staff, the child care service may appeal in writing to the Assistant Deputy Minister with the Department of Education and Early Childhood Development.

9. Disbursements

i. Where a Child Care Inclusion Program Service Agreement, Schedule “A” and

Schedule “B” has been received by the child care service, the Agreement must be signed in the designed Child Care Provider area. Schedule “A” and Schedule “B” must be initialed on the top right hand side of the letter “A” and the letter ”B” on both documents. Once all documents have been signed and initialed, they must be returned the Regional Office of the Department of Education and Early Childhood Development. The Child Care Inclusion Program Service Agreement is valid up to the date indicated in section 6(a) or one year following the date the initial application was approved.

ii. The child care service completes a Supplier Setup and Maintenance Form (if required) submits the request to the Regional Office of the Department of Education and Early Childhood Development with the required supporting documentation for direct deposit.

iii. Upon approval of a funded inclusion support and submission of the appropriate documentation, up to 80% of the initial four (4) weeks of the contract value will be advanced to the child care service for the first month. To generate the advance payment the child care service must submit the following documentation: a. A signed Child Care Inclusion Program Service Agreement. Funding will not be

disbursed until a signed Child Care Inclusion Program Service Agreement has been received.

b. Any relevant supporting documentation for the approved grant type.

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iv. At the end of four weeks and at the end of each subsequent month (up to the expiration of the service agreement/approval) the child care service must submit the Child Care Inclusion Program External Invoice and all required supporting documentation for the applicable and approved grant type including (but not limited to): a. The name and Certification Level of each additional staff in the service.

b. Verification of wages and benefits.

c. The actual hours worked in the inclusion role.

d. Attendance records.

e. Transportation expense.

f. The amount requested for disbursement.

g. Other documentation as documented in the Child Care Inclusion Program Service

Agreement.

v. To ensure the timely processing of payments, all invoices for payment must be submitted to the Regional Inclusion Consultant or designated staff within 45 days of the month following the services rendered and to a maximum of 15 days beyond the end of the fiscal year in which the funding was approved.

vi. The Department will normally make monthly payment to the applicant following receipt of all required documentation.

vii. The department’s financial commitment is limited to the approved amount set out in the Approval of Child Care Inclusion Program Support letter.

viii. Unexpended funds at the end of the fiscal year shall be applied against the subsequent year for regulated child care services approved for support. For services with unexpended funds and no longer meet the criteria for funding (or funding was discontinued), a repayment arrangement shall be established.

ix. Funding is based on the terms and conditions of the service contract; a repayment schedule will be required where the child care service has not met the terms and conditions of the service contract.

x. Funding approvals, including extensions, are subject to budget availability.

10. Monitoring and Evaluation

i. The Regional Inclusion Consultant or designated staff will complete a minimum of 1 visit per month to the child care service to: a. Monitor service compliance with the terms and conditions of the approved funding

type as per Section 11. b. Verify the attendance records.

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c. Verify that the parents have been notified that a support has been:

1) Approved/amended on behalf of their child and have received a copy of the

Terms and Conditions of the approval or

2) Declined/not renewed and the reason for the decision.

d. Ensure that the goals and objectives of the Child Care Inclusion Program Action Plan are being met.

e. Verify that the parents have been provided with a copy of the Individual Program Plan for their child including the goals, objectives and activities for the child as well as any recommended referrals to other professionals that may benefit the child.

ii. Where, in extenuating circumstances, an on-site visit cannot be completed, the Regional

Inclusion Consultant or designate will document the reasons for not being able to complete the visit and will complete a consultation by telephone. A minimum of 1 visit during a 16 week approval must be an unannounced/unscheduled visit.

iii. The Regional Inclusion Consultant or designated staff must ensure that the child care service is adhering to the terms and conditions of the Child Care Inclusion Program Service Agreement including reviewing the Child Care Inclusion Program Action Plan and Child Care Inclusion Program Individual Program Plans. The child care service must demonstrate that the strategies and activities of the Action Plan are being implemented and, where feasible, include ways to reduce/eliminate the need for support over time. The goals and objectives of the Child Care Inclusion Program Action Plan may be reviewed during each on-site visit to the service and must be updated at least every twelve weeks. The Child Care Inclusion Program Action Plan must be reviewed prior to the Regional Consultant or designated staff making a recommendation for an amendment or extension of a funded support.

iv. More frequent or formal monitoring may be required in the child care service where compliance issues arise.

v. The child care service and/or any additional staff funded by a staffing grant may be

contacted at a reasonable time to participate in an evaluation of the program.

11. Terms and Conditions of Funding

i. Where a consultation and/or grant pertain to an individual child the child care service will: a. Notify the parent that supports are in place on behalf of their child.

b. Provide the parents with a copy of their signed written consent.

c. Provide the parents with a copy of the terms and conditions of the Child Care

Inclusion Program Service Agreement including type, level, and duration of the supports approved.

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d. Provide the parents a copy of the Child Care Inclusion Program Individual Program Plan (IPP) for the child including the goals, objectives and activities for the child as well as any recommended referrals to other professionals that may benefit the child.

e. Notify parents/guardians in writing of any changes/decisions including is funding has been declined, discontinued, not renewed or amended.

f. Respect the confidentiality of the information obtained from individuals and use such information solely for the purposes for which it is obtained.

g. Ensure that the funded space is left vacant for the appropriate age-range.

h. Demonstrate that the strategies and activities of the Child Care Inclusion Program

Action Plan are being implemented.

i. Ensure programming is consistent with the program standards, the Early Childhood Learning Framework (currently in pilot), and supports the inclusion of all children.

j. Meet the same minimum legislative requirements as any other person in the service as per the Child Care Services Act and Regulations or subsequent legislation and is compliant with all other government legislation, standards and bylaws.

k. Centres receiving violations or family home providers receiving Notice of Corrective Actions may have their funded support discontinued.

l. Ensure that where an individual is hired as an additional staff under a staffing grant:

1) Have or be actively working toward attaining the knowledge, skills, and abilities to facilitate inclusion and inclusive practices.

2) Not be the Licensee, approved Operator/Administrator or lead staff/provider of the child care service.

3) Is aware that the individual is hired on a contractual basis as an employee of the

service. The management, supervision, and direction of the inclusion provider are the sole and exclusive responsibility of the child care service. Nothing in the financing agreement must be construed to appoint the applicant or the inclusion provider as a servant or agent of the Province.

4) Meet the same minimum legislative requirements as any other person in the

service as per the Child Care Services Act and Regulations or subsequent legislation and is compliant with all other government legislation, standards and bylaws. Centres receiving violations or family home providers receiving Notice of Corrective Action may have their funded support discontinued.

5) Is aware of their roles and responsibilities and are expected to work as a team to ensure that all of the children are included in the daily program.

6) Wage and benefits is consistent with the scale, qualifications, training and related

experience of the other child care service providers in the service.

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7) The funded staffing grant is funded at the actual hourly wage and benefits of the replacement staff/additional provider in the child care service; and

8) The funded staffing grant is funded for the actual hours of attendance time in the role of the replacement staff/additional provider.

12. File Management and Reporting

i. The most recent versions of forms and/or changes in policy will be posted on the EECD

webpage.

ii. Where the child care service receives any type of funded support, the Regional Inclusion Consultant will develop a Child Care Inclusion Program Action Plan outlining any recommended goals and activities, and will provide the child care service with a written copy of this documentation.

iii. Any documentation completed by the Regional Inclusion Consultant, where it pertains to

a specific child or children, will use the child’s initials only.

iv. The child care service, as a condition of funding, must notify the Regional Inclusion Consultant or designated staff immediately should the circumstances of the agreement change.

v. Where the Regional Inclusion Consultant recommends that that a file be placed on hold or closed, the child care service must be advised in writing the rationale for closing the file including: a. The child care service is not in compliance with the terms and condition of the

service agreement. A repayment arrangement must be established where a child care service has not met the terms and conditions of the agreement.

b. The Regional Inclusion Consultant or designated staff determines that the child care service is no longer eligible.

c. The child care service has attained the goals and objectives of the Child Care

Inclusion Program Action Plan and no longer requires support.

d. The child care service was unable to fill the Inclusion Support provider position within 90 days of the approval.

e. The child care service is required to notify parents in writing of any amendments, non-renewal or termination of support. The Inclusion Consultant or designate is required to verify that parents have been notified.

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Questions and Inquiries All child care services inquiries regarding application, approvals, and payments, should be directed to the designated regional office staff to follow-up. The contact information for each of the regional offices can be found on the Department of Education and Early Childhood Development website or by following the link below: http://www.ed.gov.nl.ca/edu/department/contact.html#childcare EXCEPTIONS TO POLICY: N/A REFERENCE DOCUMENTS: Supplier Setup and Maintenance Form and Instructions: http://www.fin.gov.nl.ca/fin/Forms/supplier_setup_maintenance_Form.pdf.

Appendix A Forms

Child Care Service Forms

1. Child Care Inclusion Program Application form 2. Child Care Consent to Release Information Form 3. Child Care Inclusion Program Verification of Wages and Benefits 4. Child Care Inclusion Program Individual Program Plan 5. Child Care Inclusion Program External Invoice 6. Supplier Setup and Maintenance Form and Instructions:

http://www.fin.gov.nl.ca/fin/Forms/supplier_setup_maintenance_Form.pdf.

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Forms are available on our website at: http://www.ed.gov.nl.ca/edu/publications/childcare/index.html#cc

GLOSSARY OF TERMS

The following terms are used throughout the Inclusion Program Policy and Procedures Manual, and the associated Child Care Services Act and Regulations.This glossary is provided as an alphabetical listing of terms used in the following policies that may require explanation.

Term Definition

ABC Charts A document used to records observations of an antecedent (the event that occurs before the behavior), behavior and consequence.

Act

The Child Care Services Act.

Action Plan

A document developed by Regional Inclusion Consultant or designated staff and signed by the Operator/Licensee or family home provider which identifies the steps required and the goals and objectives to enable the service to meet the needs of all of the children in their care.

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Term Definition Additional Staff/ Provider

Child care provider, employed by the child care service, that exceed the ratios for the age group required under the Child Care Services Act and Regulations and who work directly with the children and directly related to the delivery of an inclusive child care program.

Administrator

A person with specific qualifications and responsibilities in relation to a child care service. Administrator refers to the person designated with specific qualifications and duties in relation to a child care centre or child care provider in a licensed or approved family home. This person is referred to as the Operator in current legislation.

Affiliated Child Care Provider

A person who operates a child care service in a family home and who holds an approval certificate issued by an agency.

Agency

A not-for-profit organization that holds a licence to approve family child care homes.

Amendment

A change or revision to an existing funded support approval, including increases/decreases in the number of hours approved; wages increases/decreases; type of support.

Approval Certificate

A document issued by a licensed agency to a family home requiring it to operate in accordance to the Child Care Service Act, regulations, Policies and standards.

Caregiver The adult in a homeroom of a centre or in a family home who provides care and supervision to children in a child care service. The caregiver would be considered part of the caregiver to child ratio. Caregiver does not include a student, volunteer or another adult who assists or provides a service in the child care setting and do not provide care or supervision to the children.

Caregiver to Child Ratio

The number of children that may be cared for by one caregiver. This number is dependent on legislated group size and the age or ages of the children participating in the service.

Centre

A child care service that is operated under a child care service license. This does not include a child care service operated in a licensed or approved family home.

Certification

The process of assessing the educational qualifications of caregivers.

Child

A person under 13 years of age.

Child Development

Considers the individual needs of children, chronological age, and stage of cognitive, physical, social and emotional development.

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Term Definition

Child Care Service

A licensed/regulated commercial or non-profit centre-based child care facility, individually licensed family child care home, or approved family home provider, under an Agency License, which provides full-day or part-day care as per the Child Care Services Act and Regulations.

Cognitive Delay

The development of thought processes, including memory, problem-solving and decision-making.

Confidential

To be entrusted, restricted and kept private. Pertains to information that is shared between only where there is expressed consent from a child’s parent/guardian.

Creative Development

The development of creative abilities through exploration, decision-making and expression.

Department

The Department of Education and Early Childhood Development.

Developmentally Appropriate Practice

An approach to working with children that is based on a holistic knowledge of child development while respecting each of their individual and cultural diversities.

Developmental Delay

The term used to describe the delay in a child’s ability to reach certain milestones, such as sitting, crawling, walking, and talking typical for an average age group.

Documentation

Records that provide information or evidence pertaining to a child’s learning, development, activities and/or experiences.

Eligible Hours

Time worked as an approved replacement staff or additional staff in the regulated child care service as part of the enhanced ratio for Inclusion Program funding. Eligible hours also include: Public holidays under the Shops Closing Act or paid days where conditions exist that require closure to protect children (e.g. storm days, electrical blackouts, disruption to water supply).

Employee A person who is employed including a person whose services are under contract, an administrator and a caregiver.

Fiscal year

The provincial government business year runs twelve months from April 1st of any given year until March 31st of the following year.

Gross-Motor Skills

The co-ordination of larger muscles that are involved in movement.

Homeroom

A room that meets the requirements of the Act, regulation and policies which is designated for specific children and caregivers where the majority of the daily program is implemented.

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Term Definition

Inclusion Consultant

An employee of the Department of Education and Early Childhood Development with the skills and qualifications to inform and support inclusive principles and practices.

Inclusive practices Individual Program Plan

Practices that support the right of all children, regardless of their diverse needs or abilities, to participate fully in regular programs. A written plan developed and implemented by a family home provider or Early Childhood Educator/ Child Care Centre staff that is specific to the strengths and needs of an individual child. The plan includes input from the child’s community of care team, including the child’s family, child care staff, and other professionals involved with the child. The plan identifies short and long terms goals and methods to build capacities and capabilities.

Ineligible hours

Time not directly worked in the role in which an inclusion grant was approved. Ineligible hours include: Bus service, maintenance/cleaning, kitchen duty, administrative work, file management, financial management, purchasing of materials/groceries, hours worked as a substitute in the service, periods of leave, layoff or other absence during which time the individual is not working in the child care centre/not providing family child care (e.g., time off in lieu, maternity leave, disability insurance leave, workers compensation, unpaid medical leave).

Initial Approval

New referrals (including reallocations of a support in a centre to different homeroom or moving supports to a new child care service) or where there is an exceptional circumstance (more than more than one funded support is recommended).

Inspector

Inspectors are appointed under the Act and assigned duties and protections under both the Act and the Regulations. Inspectors may be staff of Education and Early Childhood Development or of other government Departments and Agencies with oversight of child care.

Language Development

The development of understanding and communicating language.

Licensee

A child care service provider or agent who holds a licence under the Child Care Services Act.

Manager

A person under subsection 5 (1) of the Act. The manager’s duties are conferred under the legislation.

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Term Definition

Minister

Minister of the Department of Education and Early Childhood Development, appointed under the Executive Council Act.

Multi-Disciplinary

The combination or involvement of three or more qualified professionals, of different disciplines, in an approach to planning for individualized exceptional needs.

Observation

The collecting of factual and objective information for an intended purpose, including developing plans, determining appropriate resources, assessing for cause and effect, organic, environmental, or developmental factors.

Physical Development

The development of fine and gross motor skills.

Provincial Director

The person appointed under the Act as the Provincial Director of Child Care.

Qualified Professional

A professional who has the education and experience that qualifies them to make professional recommendations in their area of practice, including a Physician, Pediatrician, Psychiatrist, General Practitioner, Psychologist, Physiotherapist, Clinical Social Worker, Child/Behavior Management Specialist, Occupational Therapist, Speech Language Pathologist, Audiologist.

Regulated Family Home Child Care

A child care service operated in a family home where a child care provider holds a valid child care license for that home or where an affiliated child care provider holds an approval certificate for that home which has been issued by a licensed agency.

Service Agreement

A legal contractual agreement between the Department and the child care service.

Social Development

The development of values, knowledge, and skills that enable individuals to relate and form positive relationships with others.

Transitions

The state of changing from one environment or activity to another. For the purposes of this document it means when a child enters a regulated child care service, moves from one age grouping to another within the child care service, enters the school system and when a child becomes 13 years of age and leaves child care. It also includes the times during the day when child change from one activity to another.

Transition Planning

A plan developed in advance of a transition intended to support children with exceptional needs through the change process. A multi-disciplinary approach should be used including parents, early intervention specialists, early childhood educators, inclusion consultants and other qualified professionals who can support a

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Term Definition successful and inclusive transition from one environment to another.

Travel

Paid at cost at the current government rate of travel.

Team/Planning Meeting

The combination or involvement of caregiver’s or staff, working within the same child care service or under the same licensee, in an approach to planning for the individual and group needs of children.