PARENT ORIENTATION

Inter-Tribal Council of Nevada, Inc.

Welcome to the ITCN CCDF program!

CCDF Purpose

TO INCREASE THE AVAILABILITY,

AFFORDABILITY, AND QUALITY OF

CHILD CARE SERVICES.

Itcn ccdf

The Inter-Tribal Council of Nevada, Inc., Child

Care Development Fund Program, is a child care

subsidy program for Native American families

with children 12 years of age or younger.

To be eligible, parents must be employed,

enrolled in educational courses, and/or

participating in job training.

Assistance is based on the family’s net income

and family size.

• CCDF was created by the Budget and

Reconciliation Act of 1990;

• Amended by the Personal Responsibility &

Work Reconciliation Act of 1996.

• CCDF funding began in FY1997

• Authorized through FY 2002

• Child Care has been re-authorized in

FY2006 (funding level remained at FY2003)

• Re-authorization for FY2011

PARENTAL CHOICE

ITCN CCDF allows parents to choose

the type of child care provider that is

best for their family. Parents can

choose from a licensed child care

center, group home, family home,

and/or in-home child care providers.

*Home providers must be a grandparent of the eligible child.

Child Care Services

• Tribally Operated Centers

• Certificate Program

• Other Programs

Child Care Services

Tribally Operated Centers

Battle Mountain Band Council – After School Program

Carson Colony – Afterschool Program, Certificate

Dresslerville Community Council – After School Program, Certificate

Duckwater Shoshone Tribe – After School Program, Child Care Center

Elko Band Council – After School Program, Child Care Center, Certificate

Ft. McDermitt Pai-Sho Tribes – Certificate

Confederated Tribes of Goshute – Child Care Center

Lovelock Paiute Tribes – Child Care Center

Moapa Business Council – Child Care Center

Child Care Services

Tribally Operated Centers

Stewart Community Council – After School Program, Certificate

Walker River Paiute Tribe – Child Care Center

Wells Band Council – Certificate

Winnemucca Colony Council – Certificate

Yerington Paiute Tribe – After School Program, Certificate

Yomba Tribal Council – Certificate

South Fork Band Council – Certficate

Summit Lake Paiute Tribe – Certificate

Child Care Services

Certificate Program

The Certificate Program is an agreement of

services between providers, parents and

CCDF. It is offered to parents living in the

Reno, Sparks, Carson City and Las Vegas

urban areas. Certificates may also be offered

in other tribal areas, if funding permits.

Child Care Services

Other Programs

Other Programs offered by ITCN CCDF:

• Before and After School Care

• Early Childhood Development

• Wrap-Around Head Start,

• and other Out of School Activities (Educational programs, tutoring, summer activities, etc.)

eligibility To be eligible for the CCDF Program, the child must be:

• 12 years of age or younger

• Of Native American descent

• Reside with a family whose income does not

exceed 85% of the state medium income level for

the family of the same size (fall within the ITCN CCDF Sliding Fee Scale)

• Or, receives or needs to receive protective

services and/or foster care

The Parent must be:

• Employed,

• Enrolled in Educational Courses, or

• Job Training

Sliding Fee Scale

Enrollment Forms Application for Assistance

Application for Assistance A new Application for Assistance must be submitted

every four months, or sooner, depending on your class, job

training, or employment schedule.

Please read the application carefully and thoroughly. It is

your responsibility to fill out the form neatly and without

error. By signing the back of the application you are

entering into an agreement with the Inter-Tribal Council of

Nevada, Inc., and testifying that all information submitted is

correct and true to the best of your knowledge.

If at any time, any of the information entered on the

application changes, it is your responsibility to notify ITCN

CCDF immediately, and submit a new application, with any

changes.

Additional Requirements The following items are required to determine eligibility:

Parent’s Identification

Valid Nevada’s Driver’s License/I.D. Card

Parent’s Income

4 paycheck stubs or letter from employer verifying employment

Other Documents

An official class schedule or official letter of enrollment, with proof of fees paid, is

needed if attending educational or job training courses.

Children’s Birth Certificate

Birth Confirmation will only be accepted up to 4 months

Child’s Immunization Records

Immunizations must be current

Home Provider’s Identification

Valid Nevada’ Driver’s License/I.D. Card and Social Security Card

Proof of Native American Descent

Tribal Enrollment Card or BIA Certificate

Additional Requirements The following are required to complete the application process:

CCDF Application for Assistance

Child Care Provider W-9 Form

Licensed Child Care Center Business License

Home Providers:

Two Finger Printing Cards

Criminal Background Check Release Form

Child Care Emergency Contact Information Form

Provider Health and Safety Self-Certification Form

All forms and documents must be complete and include authorized signatures in order to

be reviewed for eligibility and receive child care assistance.

Correspondence If Approved, Parent & Provider will receive by mail:

Acceptance letter

• Eligible Children

• Eligibility information

– Monthly net income

– Family size

– Education

– Job training program

– Work search program

– Start & End Date

• Monthly maximum for child care

Subsidy Certificate

Contract of Services

Please read & review that all information is correct

Reimbursements Child Care assistance will not begin until

all required documents have been signed

and received by a CCDF Case Manager.

The contract must be reviewed and

signed by all parties before any

reimbursements will be made.

CCDF CONTRACT

ITCN CCDF Contracts must be signed by parents, providers, and by a CCDF Case Manager. The contract is an agreement of services, detailing:

• Child Care subsidy start date

• Child Care subsidy end date

• Re-determination date

• Provider rate

• CCDF child care subsidy

• Overage – parent’s responsibility

(the amount exceeding the ITCN CCDF child care maximum provider daily rates)

CCDF CONTRACT

CCDF CONTRACT

…continued

• Family monthly co-payment

• It is the parent’s responsibility, to pay any and all outstanding fees, if CCDF does not reimburse for any reason

• Clarification of care (CCDF does not reimburse for holidays, unless parent

works on holidays, sick days, and days children are not in care).

• All parties involved are required to sign the contract before any reimbursements can be made

Types of Child Care Providers Center Based Child Care Provider

Group Home Child Care Provider

Family Home Child Care Provider

If provider lives off the reservation, relatives only

In-Home Child Care Provider

Three or more eligible children or the provider is being paid at least minimum wage by the parent for care

Up to eight hours of child care service only, unless special circumstances

Provider must be 21 years old & be a biological grandparent of the child

The provider can not live in the same home of the child, unless it is the biological grandparent.

MAXIMUM PROVIDER RATES

Sign-In Out Sheet

Sign-In/Out Sheets In order for the child care provider to receive

REIMBURSEMENT for services, a CHILD CARE Sign-In/Out Sheet must be submitted.

• The first Sign-In/Out Sheet will not be processed

until the signature page from the Parent Handbook

and ITCN CCDF contract has been received.

• If letter of employment was submitted to determine

eligibility, Sign-In/Out Sheet will not be processed

until a copy of the first paycheck stub or class

schedule has been submitted showing a zero

balance.

• One Sign-In/Out Sheet per child must be submitted

for families with two or more children.

• Parent must initial next to each day.

Sign-In/Out Sheet • Sign-In/Out Sheets are due weekly; every Tuesday by

noon for the previous week or as specified on the

CCDF Calendar. (refer to the CCDF calendar)

• One month on the Sign-In/Out Sheet at a time.

• Sign-In/Out Sheets submitted with the same time for

pick-up and drop-off everyday will be returned, so will

Sign-In/Out Sheets with pick-up and drop-off times,

such as; 7:30 a.m. to 5:00 p.m., 6:00 a.m. to 4:30 p.m.,

or any variation of specific times, unless of course you

have the ability to pick up and drop off your child at

the same time everyday on the dot!

• Must have signatures from the parent and provider.

• Must be written in blue or black ink, and LEGIBLE!

Sign-In/Out Sheet • Please make blank copies from a clean copy. If

your Sign-In/Out Sheets are not legible, tilted,

lines through it, copy splotches, or just a bad

copy THEY WILL BE RETURNED! Please call the

CCDF office if you need new Sign-In/Out Sheets.

• Visit itcnccdf.org to download and print extra.

Please only print double sided. Two-page Sign-

In/Out Sheets will not be accepted.

• Sign-in/Out Sheets submitted after 45 business

days will not be processed.

• If Sign-in/Out Sheets are not accepted, no

reimbursements will be made and the parent

and provider will have to make arrangements to

settle any debts.

Sign-In/Out Sheet • “Is the Family’s Co-payment Current?” box must

be checked YES or NO. If not, it will be

returned and the Sign-In/Out Sheet will not be

processed.

• If the “Family’s Co-payment Current?” box is

checked NO, an agreement must be reached

between the parent and the provider, before any

more reimbursements will be made.

• All parents employed through a temporary

agency must submit current paycheck stubs to

match each month's Sign-In/Out Sheet

submitted. Working hours will be compared to

hours your child was in care.

Reimbursement Process The CCDF Program is a child care subsidy

program, NOT a payroll program

for the providers.

Arrangements must be made between the parent and child

care provider for monthly payments.

– The CCDF program will reimburse the provider for

services after Sign-In/Out Sheets are submitted for

eligible children.

– Sign-In/Out Sheets will be processed within the same

month that they were submitted. Always call to make

sure there is a check available for your provider.

Although, Sign-In/Out Sheets were submitted on time, a

check may not be available due to unseen

circumstances.

Reimbursement Process

The CCDF Program reimburses for:

Direct child care services only!

Non-direct hours and/or days must

be covered by the parent. Although

you have a contract with your child

care provider, CCDF will only

reimburse for the hours and days

submitted on the Sign-In/Out Sheet.

Reimbursement Process

Checks are no longer available for

pick-up at the

ITCN CCDF Central Office!

You may call Friday morning to see if a

check is available for your provider,

however, ALL checks will be mailed.

Changing Providers If you become dissatisfied with your child care provider, at any

time, you have the right to change providers.

To do so, you must:

• Notify CCDF of the change and to request new

provider forms.

• Contact your current provider and give a

verbal and written notice.

• Request from your provider, a letter, stating

that all obligations have been fulfilled, and you

have no outstanding balances.

• Submit new provider information.

Changing Providers • The new provider will not be reimbursed until a

new eligibility letter, certificate and contract

of services has been signed and received by

your Case Manager.

• You will not receive the above items until a

letter has been received from your current

provider, showing a “zero balance”.

• Any costs, fees, or other related expenses

accrued prior to receiving the above items, is

the sole responsibility of the parent.

• CCDF assumes no responsibility for payment

until all documents, contracts and requested

information has been signed and received.

Summary of Services

• The amount of direct hours the

child(ren) were in care,

• The amount CCDF paid to the

provider for that time period, and

• The co-pay of the direct hours

submitted during that time period.

A summary of services may

be requested, at any time,

and will include:

Re-determination Process • Every four months, a re-determination of services will be made.

After the second month, a letter from your CCDF Case Manager, will be sent to remind you to submit new paycheck stubs, class schedule, or job training information so your eligibility can be re-determined. During your certificate period, changes may have occurred. You may have had an increase or decrease in wages, your class schedule may have changed, or you may no longer be attending classes or job training. You will need to notify your Case Manager immediately, as those changes may affect your eligibility.

• In order to comply with federal regulations, a re-determination of services must be done.

• For those employed by a temporary agency, a copy of the hours worked or a paystub must be submitted with each Sign-In/Out Sheet.

YOU HAVE UNTIL THE END OF THE 3RD MONTH TO RE-SUBMIT NEW INFORMATION NEEDED TO BE RE-DETERMINED

Re-determination Process If the information is not received by the end of the 3rd month, your child care subsidy will be terminated.

The "Fourth Month":

• A letter will be sent - notifying you that your certificate will end,

• The Case Manager will confirm will contact your employer, educational institution, or job training program to determine status, and

• The provider will be notified of your status and termination date.

If you re-apply after the re-determination date, a new application must be submitted. Once we have received the new application, you may be re-approved for services, or you may be placed on the waiting list. You must also show proof of “zero balance” with your current provider.

FAXED PAPERWORK

Only the following documents, may be faxed:

• Paycheck stubs for re-determination

• Class schedule for re-determination

• Change in address or phone number

Documents that cannot be faxed:

Everything not listed above!

Please submit all original documents

Health & Safety • Home Providers must meet the CCDF

Health & Safety Standards.

• Prior to being monitored, providers must show through Self-Certification that their home is safe.

• Monitoring will begin one month after receiving parents approval letter.

• Finger printing and background checks will be conducted on all relative providers every two years.

Health & Safety If there are any findings:

A) Providers have to assess

the findings and to make any

necessary changes or repairs.

B) , the provider will

only receive of the informal

care rate for services.

C) If the provider is

, the provider will be

from the program.

Early Childhood Education

The CCDF Program has early childhood

educational materials available for

checkout, by request.

Providers may request educational

books, learning materials, puzzles,

games, and equipment.

Please notify your Case Manager if you

would like any of the above items.

Early Childhood Education The CCDF Program conducts Child Care Provider training each year, and providers and parents are

welcomed to attend. Training includes:

• First Aid/CPR

• Food Handlers Training

• Early Childhood Education Courses

The CCDF Program will pay for any provider who wishes to attend. Parents are also welcome,

however, CCDF will only cover registration costs. Any lodging, or additional charges will be the parents.

Please ask your Case Manger for more info.

Early Childhood Education The Nevada Chapter of NAEYC, also conducts Child

Care Provider training. If the training is in Las Vegas,

the CCDF Program will cover any expenses

necessary for providers who wish to attend, and who

previously attended the training the child care

provider training, during the ITCN Convention.

Providers are encouraged to attend all early

childhood education courses given by local colleges,

community service agencies (Children’s Cabinet), or

the Nevada Registry Website (nevadaregistry.com).

Child Care Fraud The CCDF Program will not tolerate any cases of

, and any parent or provider

suspected of fraud, will be immediately terminated

from the program.

The parent or provider who is suspected of fraud will be

immediately contacted, and an investigation will occur.

If found to be committing fraud, any parent or

provider will be prosecuted to the fullest extent of

the law. Fraud cases will be reported to the

Department of Health & Human Services,

Administration for Children and Families and any

other office deemed necessary.

Child Care Fraud You are committing , if:

• Both parents are in the household, and you are claiming to be a

single parent, and not submitting income for other parent.

• You use a fake or altered name or address.

• You use the address of a family member or someone else.

• You alter or change any paycheck stubs, license/IDs, birth

certificates, tribal enrollment information, and/or any other

documents needed to determine eligibility.

• You submit Sign-In/Out Sheets with days or times your child was

not in care, or falsify the actual days and times in care.

• You currently receive child care assistance from another

program. That is considered “Double Dipping” and not allowed.

• Any other unlawful act that would affect your eligibility on the

CCDF Program.

Non-Compliance Failure to comply with the rules and regulations of the

CCDF Program, may result in:

• Immediate disruption of payment to your child care provider.

• Your child care subsidy, and your case being placed on hold.

• Immediate termination from the CCDF Program.

If for any reason, you have been placed on hold or terminated

from the CCDF Program, you may not resume assistance or

be able to re-apply for assistance through the CCDF Program

for up to 30, 60, or 90 days, or for an indefinite time period.

Re-application process and time frame for re-application for

assistance will be based on the sole discretion of your Case

Manager. You may also be placed on the waiting list, and you

have to re-apply for services when there is availability.

Non-Compliance The CCDF Program is a non-profit organization,

providing assistance to many families in the 27

tribal communities throughout the state of

Nevada.

We are very busy, and will not tolerate any

inappropriate attitudes, threats, or unusual

behavior, and will result in immediate termination.

We appreciate your participation in the CCDF

Program and we are available to answer any

questions or assist you with anything you and your

family my need. If we don’t have the answers, we

will refer you to someone who does.

Please don’t hesitate to ask!

Non-Compliance

The ITCN CCDF Program is a child care

subsidy program that is designed to assist

low-income Native American families with

their child care needs.

To ensure the program operates smoothly,

and does not become a barrier, please

adhere to all rules, regulations, and

requirements needed, so you can remain

eligible for the CCDF Program.

PARENT’s RESPONSIBILITY As a CCDF Parent, you are responsible for submission of all required documentation:

• Application for Assistance

• Sign-In/Out Sheets

• Re-determination documents (Paystubs, Class Schedule, Job Training Info, Etc.)

• Read, Sign & Submit the Parent Handbook

You must also:

• Notify your Case Manager of any changes in eligibility,

that may affect your case.

• Remain current with your co-payment

• Review Parent Orientation and Complete Survey, yearly.

PARENT’s RESPONSIBILITY

By reading and signing the Parent Handbook, and

by reviewing the online Parent Orientation, and

completing the Survey, you are acknowledging that

you understand all the rules, regulations and

responsibilities you have as a participant on the

CCDF Program. If anything is unclear, or if you have

any questions regarding any aspects of the program,

your responsibilities, the rules and regulations, or any

other information, please contact us, as soon as

possible. We are available for assistance.

Parent Survey

If you have completed the Parent Orientation and

are ready to take the Parent Survey,

acknowledging you have read and understand all

requirements, rules, regulations and responsibilities

of the CCDF Program, please visit our website at:

itcnccdf.org.

Go to Our Program , scroll down to Parent

Orientation, and click the link for Parent Survey.

After you complete the survey, please wait for the

confirmation and print for your records.

Contact us!

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