1. No category

Voluntary
Prekindergarten (VPK)
Provider Manual
Pinellas County
Revised
June
Sponsorship by Early Learning Coalition of Pinellas County, Inc.
and Florida’s Office of Early Learning
1
TABLE OF CONTENTS
INTRODUCTION .................................................................................................... 5
ABOUT THE COALITION ....................................................................................... 6
VOLUNTARY PREKINDERGARTEN CERTIFICATION PROCESS ....................... 7
Application Package ....................................................................................................... 7
Reporting Changes to Your Voluntary Prekindergarten Program ............................ 9
Change in Ownership .............................................................................................. 9
Change in Director ................................................................................................. 10
Staff Changes........................................................................................................ 10
Program Requirements ......................................................................................... 10
Schedule ............................................................................................................... 11
Schedule Changes ................................................................................................ 11
Instructional Hours ................................................................................................. 11
VPK Calendar........................................................................................................ 12
Start and End Dates............................................................................................... 12
Temporary Closure ................................................................................................ 12
Class Size ............................................................................................................. 12
Curriculum ............................................................................................................. 13
Florida Standards for Four Year Olds ..................................................................... 14
Technical Assistance ............................................................................................. 14
Discipline Policy ..................................................................................................... 14
Staff Qualifications ................................................................................................ 15
Director ................................................................................................................. 15
VPK Education Program Director Endorsement ...................................................... 15
Lead Instructor....................................................................................................... 16
School Year Program............................................................................................. 16
Secondary Instructors (Assistants).......................................................................... 16
Summer Program .................................................................................................. 16
Substitute Instructors ............................................................................................. 17
Circumstances ....................................................................................................... 18
2
Time Limitation ...................................................................................................... 18
Prior Approval ........................................................................................................ 18
Secondary Instructors ............................................................................................ 18
Record Retention ................................................................................................... 19
Accountability........................................................................................................ 20
Kindergarten Readiness Assessments ................................................................... 20
Florida Kindergarten Readiness Screener (FLKRS) ................................................ 20
Readiness Rate Calculation ................................................................................... 20
Provider on Probation (POP) .................................................................................. 20
First (Consecutive) Year - Probation ....................................................................... 21
Second (Consecutive) Year - Probation .................................................................. 21
Removal from VPK Eligibility .................................................................................. 21
Good Cause Exemption ......................................................................................... 21
Child Eligibility & Enrollment ................................................................................. 22
Child Eligibility Requirements ................................................................................. 22
Child Eligibility and Enrollment Certificate................................................................ 22
Enrollment ............................................................................................................ 22
Enrollment Priorities ............................................................................................... 22
Delayed Enrollment................................................................................................ 23
Enrollment Fees .................................................................................................... 23
Child Care Resource and Referral (CCR&R) .......................................................... 23
School Readiness Wrap Care Scholarships ............................................................ 23
School Readiness care is always based on the availability of funds. ........................ 23
Wrap care can be terminated for these additional reasons: ..................................... 23
VPK REIMBURSEMENT ...................................................................................... 24
Enrolling/Terminating Children .............................................................................. 24
Child Eligibility and Enrollment Certificate (OEL VPK-02) ..................................... 24
Informed Parental Consent for Delayed Enrollment (OEL VPK-04) ...................... 24
Re-Enrollment Application (OEL-VPK 05) ............................................................. 25
Second Re-enrollment for Good Cause ................................................................ 25
Second Re-enrollment for Extreme Hardship ........................................................ 25
3
Informed Parental Consent for Class Transfers (OEL VPK-06)............................. 26
VPK Terminations or Withdrawals ........................................................................ 26
Parent Responsibilities ......................................................................................... 26
Attendance Certification ........................................................................................ 27
Completing the Enrollment/Attendance Certification (VPK Roster) ....................... 27
Payment for Absences .......................................................................................... 28
Program Types ..................................................................................................... 28
VPK Provider Payment ......................................................................................... 28
VPK Provider Advance Payment .......................................................................... 28
Resources ............................................................................................................ 30
4
INTRODUCTION
The Early Learning Coalition of Pinellas County, Inc. would like to welcome you as a
provider of Voluntary Prekindergarten (VPK) in Pinellas County. Your commitment to
the children in your community is an admirable and important one. Research has
proven how crucial a quality early learning environment is for young children to later
experience school success. Your participation in VPK demonstrates your shared belief
in giving young children a good, solid foundation to their educational experience.
We know that there will be on-going changes as policies are developed and updated.
You will be notified through the ENews when revisions are available so that you might
keep your manual current. Revisions will also be available for review on the Early
Learning Coalition of Pinellas website at www.elcpinellas.net.
The staff of the Early Learning Coalition of Pinellas, Inc. looks forward to working with
you in the coming year. We hope this manual will be instrumental in assisting you with
understanding the policies and procedures of VPK. In the event that you come across a
situation that is not discussed in the manual, please contact the Early Learning Coalition
for guidance.
5
ABOUT THE COALITION
Mission Statement
To provide a comprehensive, high quality system of school readiness programs that enhances
the emotional, social, cognitive, and physical development of children through collaboration with
families, providers and the community early care providers and families.
Vision Statement
To unite the community in the development and delivery of a high quality integrated school
readiness system and family support services in order to maximize each child’s School
Readiness potential and promote the economic self-sufficiency of families.
Early Learning Coalition of Pinellas County, Inc.
Lobby Hours:
Monday - Friday
8:30am - 4:30pm
Appointments are required to meet with a Certification or Program Support Specialist.
6
VOLUNTARY PREKINDERGARTEN
CERTIFICATION PROCESS
Application Package
The VPK provider certification package requires several forms and many back-up
documents.
It is important to complete each form correctly and provide all
supporting documents in order to expedite processing.
•
•
•
•
OEL-VPK 20 Provider Agreement and Pinellas Attachments 1 and 2
- Providers must submit two signed copies of the VPK 20.
- Paragraph one, line one should have the date that the Provider
Agreement is being signed by the provider.
- Paragraph two, line two should have July 1, XXXX (current year).
- Each page of the Pinellas Attachment 1 and 2 must
be initialed in the bottom right corner.
OEL-VPK10
- Providers use this form to describe their facility.
- Submit one for each site.
OEL-VPK11A
- Providers use this form to submit their instructor
information.
- Submit as many as needed.
OEL-VPK11B
- Providers use this form to submit their calendar information.
- It holds up to four different calendars. If additional calendars are
needed then submit an additional sheet.
Samples of the new OEL-VPK 10 and OEL-VPK 11A & 11B forms are available on
the Early Learning Coalition website. These may be completed and saved
electronically so they may be edited at a later date if necessary. If completing
hardcopies of the documents then photocopy as needed.
Visit www.elcpinellas.net to download the forms. At the home screen select
“Downloads”, then “Forms for Providers”. Then scroll towards the bottom of the
screen. Choose the documents that correspond with the desired program year.
Access the OEL-VPK 20, Attachment 1, Attachment 2, OEL VPK-10, OEL VPK-11A
and 11B forms and instructions individually. If the forms are completed online
then a printed & signed copy of each will still need to be submitted to the
Coalition.
•
•
Certificate of General Liability Insurance.
Calendar Calculator worksheet.
7
•
•
•
•
•
Calendar Calculator worksheet.
Copy of the Child Care License.
Certificate of Accreditation (if applicable).
Copy of the Director’s Credential reflecting an Exempt or Endorsed status.
DCF Training Transcript documenting education credentials for all VPK
teachers (lead & secondary instructors and substitutes).
 Proof of Standards for Four Year Olds training completed by
VPK teachers
 Proof of 5.0 hour Emergent Literacy training completed by VPK
teachers.
 Level II background screening information for all VPK teachers (if
the Director is an instructor for VPK then all items must be
included as well. If the Director does not have screening results
then the Coalition will request a copy from Pinellas County
License Board.)
 DCF letter of the FBI Screening (within past 5 years)
 FDLE Screening, if not included in DCF Clearance letter (within past
5 years)
 Affidavit of Good Moral Character
 Completed W-9 form. Information must match your Social Security card
for Family Child Care Providers or the EIN information must match the
IRS number for Child Care Centers
 Copy of the EIN number verification letter
 A copy of the Child Care License
 Finance Department Agreement for EFT, Electronic Funds Transfer
(Must Include voided check or bank deposit slip)
 Advance Payment Accept/Decline Notice
Please note that all VPK instructors who have a qualifying Associate’s degree or
higher are not required to have the following courses: Standards for Four Year
Olds and E m e r g e n t L i t e r a c y
Did You Know?
Level II screening consists of re-fingerprinting every 5 years.
This means that all VPK lead & secondary instructor’s and substitute’s
FBI & FDLE screenings must be within the past 5 years.
Your VPK application cannot be processed without current
Level II background screenings results for all Instructors and
substitutes.
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Completed applications may be mailed to:
Early Learning Coalition of Pinellas County, Inc.
Attention: VPK
P.O. Box 17329, Clearwater, FL 33762
OR
Hand delivered to:
Early Learning Coalition of Pinellas County, Inc.
Attention: VPK
5735 Rio Vista Drive, Clearwater, FL 33760
We will e-mail you if additional information is required. Upon approval of an application,
the VPK Provider Agreement with signatures from both parties, the Coalition and the
Provider, will be mailed to the provider. The VPK Provider Agreement must be signed by
the CEO of the Early Learning Coalition before your program may begin.
Reporting Changes to Your Voluntary Prekindergarten
Program
Change in Ownership
A minimum of 14 days before the change occurs; The following
documents must be signed by the new owner and submitted to the
Coalition for approval:
• VPK Provider Change Request Form
• Statewide Provider Agreement (OEL-VPK 20) if the original OEL-VPK 20
was signed by the owner. If it was signed by the director and the director has
not changed, then a new agreement is not necessary.
• Statewide Provider Registration Application (OEL-VPK 10) to document the
new EIN number.
• Completed W-9 form. Information must match your Social Security Card for
Family Child Care Providers or the EIN information must match the IRS
number for Child Care Centers
• Copy of the EIN number verification letter
• Child Care License
• Finance Department Agreement for EFT, Electronic Funds Transfer (Must
include voided check or blank bank deposit slip)
• Advance Payment Accept/Decline Notice
All other changes must be submitted to the Coalition within 14 days of
implementation. However, we recommend you get changes approved by the
9
Coalition prior to implementation in order to ensure compliance. Providers will
receive an email as confirmation that the change has been approved.
Change in Director
The following documents must be signed by the new director or the owner and
submitted to the Coalition for approval:
• VPK Provider Change Request Form
• Statewide Provider Registration Application (OEL-VPK 10)
• Documentation of a Director credential that is either VPK Exempt or VPK
Endorsed.
Reminder: Directors who were credentialed before December 31, 2006, are
exempt from the VPK Endorsement.
Staff Changes
Providers are required to report any staffing changes to the
Coalition within 14 days of implementation. The Coalition suggests
that you submit changes to be approved prior to implementation in
order to ensure compliance.
Providers should submit a VPK Provider Change Request Form
indicating the instructor being replaced and the teacher who is
going into the classroom. The Coalition will utilize any documentation on file. A
request to include: educational credentials, background screening and proof of
literacy training, if n e ce ssa r y. A confirmation email will be sent once the instructor
has been approved.
If I must discontinue my VPK program, what is the process?
The Coalition should receive written notice at least 30 days prior to the closing of a
program. Providers need to make alternative arrangements for uninterrupted
services for enrolled children at least 30 days before closing.
Program Requirements
VPK providers must be licensed by the Pinellas County License Board
Or
Accredited by an accrediting association that is a member of the following and have
written accreditation standards that meet or exceed the state’s licensing
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requirements under s.402.305, s.402.313 or s.402.3131 and require at least one
onsite visit to the provider or school before accreditation is granted:
• National Council for Private School Accreditation
• AdvancED
• Florida Association of Academic Nonpublic Schools
Schedule
VPK programs that operate during the school year must consist of 540 instructional
hours; no more, no less. Programs operating during the summer must consist of 300
instructional hours; no more, no less. Any hours offered exceeding 540 school year
or 300 summer will not be reimbursed.
Many providers are choosing to offer 3.0 instructional hours per day. However,
some have chosen a 4, 5, or even 6 hours per day.




3.0 instructional hours per day=180 day program
4.0 instructional hours per day=135 day program
5.0 instructional hours per day=108 day program
6.0 instructional hours per day= 90 day program
A VPK Program does not have to be offered five days a week. It may be offered on
a Monday, Wednesday, Friday or some other configuration of days, but the total
program must consist of 540 hours for school year programs or 300 for summer
programs. Note: The number of instructional hours must be the same for each VPK
day and the days in which it is offered must be the same for each week.
Schedule Changes
In the event of an emergency, the Coalition may approve a waiver to allow the
provider to modify their schedule once the Coalition is notified in writing by the
Provider.
Instructional Hours
Instructional hours are those hours for which a provider will receive payment for
providing a Voluntary Prekindergarten program. Instructional hours can include
outdoor and/or indoor activities, circle time, center time, small group activities, large
group activities and lunch or snack if developmentally appropriate choices are
offered and interaction between the VPK instructor and children is occurring.
• Approved instructors must be present with the children during instructional
hours.
• Naptime is not considered instructional time.
• Lunch or snack may be considered instructional time if routines encourage
the development of the children according to the VPK Education
11
Standards. For example, independence skills (setting the table, pouring
milk, spooning food onto plates, washing tables), and social skills (table
etiquette, conversation between children and teachers) are teaching two
crucial areas of growth and development.
VPK Calendar
The Calendar Calculator, located at the Coalition website www.elcpinellas.net , is a
helpful tool that will allow you to enter the number of daily instructional hours.
Complete the yellow shaded boxes. E nter “TRUE” for days that are VPK and
“FALSE” for days that are non-VPK. The calculator will calculate whether you
have met the required number of hours. Once completed, please print a copy
and submit with your VPK application.
Start and End Dates
Programs operating during the school year may not begin more than 14 days before
Labor Day or before the Public Schools start, whichever comes first. The
instructional hours must be completed by June 30th. Programs operating during
the summer may not begin prior to May 1st and must end prior to the start of the
public school year each August.
Temporary Closure
If a provider temporarily closes on a scheduled instructional day
due to circumstances within the provider’s control, the
provider will not be reimbursed for the instructional day(s)
disrupted by the closure. The Coalition may grant a waiver to
allow the provider to modify their schedule. If a provider
temporarily closes on a scheduled instructional day due to
circumstances beyond their control, such as a hurricane
or declared state of emergency, providers must notify the Coalition
in writing.
Class Size
Number of Children
School Year
Program
Summer
Program
Minimum
Maximum
4
20
4
12
The following is a list of required ratios of children to instructors in a VPK
program:
12
School Year
Summer
4-11 children: 1 lead instructor
12-20 children: 1 lead instructor
and a secondary instructor
4-12 children: 1 lead instructor (Adding
and instructor does not allow an
increase of the number of children.)
A VPK Program must have four (4) children pre-registered with the ELC prior to
the start date OR have at least 4 children attend on the program start date in
order to be considered an official VPK program. A program must have 4
registered students within five days of the scheduled start date in order to begin
the approved VPK program. If a program does not have four (4) children within
the correct time frame then the provider will receive a letter from the Coalition
which reflects the closure of that classroom. In the event that the provider would
like to reopen the classroom then a new VPK 11B must be submitted to the
Coalition in order to update the start and end dates as well as the hours of the
program.
If four (4) children are enrolled in a program and one withdraws from the VPK
program then the program may continue as scheduled.
Two VPK classes may occupy the same room within the center so long as the
number of children in the two classes combined does not exceed licensing
requirements for that room AND the approved VPK instructors remain with their
classes during instructional time. The two classes may intermingle so long as all
approved instructors are present during instructional time.
The VPK children may be included in a mixed age group, if all of the following
guidelines are followed:
• Only children who meet VPK age requirements and
have been certified eligible will receive VPK state
funds.
• VPK instructor to child ratios must be maintained
during VPK instructional hours. These ratios include
the non-VPK children in the class count.
• There must be at least four VPK children to start the
VPK program.
Curriculum
Providers may select or design their own curriculum. Curriculum should be
developmentally appropriate, and align with the Florida Prekindergarten Education
Standards.
13
Florida Standards for Four Year Olds
The Florida Standards for Four Year Olds describe skills typically demonstrated by
children at the end of the VPK year. They include five areas of development:
• Physical Health
• Approaches to Learning
• Social and Emotional Development
• Language, Communication, and Emergent Literacy
• Cognitive Development and General Knowledge
The standards are most helpful when used to optimize the daily experiences of VPK
children. Training on the Florida Standards for Four Year Olds is available at a cost
of $10.00 through the Coalition. Dates and times are listed on the Coalition website
which is found at: www.elcpinellas.net then click on ‘Register for Training’.
Technical Assistance
Please contact your VPK Support Specialist (727-400-4489) at the Coalition to
request a visit for technical assistance.
Did You Know?
The Florida Department of Education (DOE) has defined curricula as:
Written materials that:
• Can be reproduced
• Address the use of materials, scheduling, arranging the environment, and
interaction between children and adults
• Includes more than activity suggestions and theory
• Aligns with the Florida Education Standards
• Aligns with scientifically based research
DOE Web te: http:
.fl
. g arlylearning/
Discipline Policy
VPK providers must have a discipline policy that expressly prohibits the use of
discipline that is severe, humiliating, frightening, or associated
with food, rest, toileting, spanking, or any other form of physical
punishment as provided in s.402.305(12).
This includes
accredited, licensed exempt providers.
14
Staff Qualifications
Director
All VPK Providers must have a director with an active DCF Credential and VPK
Endorsement or Exemption.
As of January 1, 2007, all newly credentialed directors must have the endorsement
in order to be approved for a VPK program. Directors who received a DCF Director
Credential prior to December 31, 2006, are exempt from this requirement. Please
note that all directors are strongly encouraged to participate in the endorsement
process.
VPK Education Program Director Endorsement
To qualify for the VPK Director Endorsement, directors must have all of the
following:
1. A current Director Credential issued by DCF. Information about the DCF
Director Credential is available at http://www.myflorida.com/childcare
2. DOE-approved training on the current Voluntary Prekindergarten
Education Standards. Trainings are offered on a regular basis. Dates and
times are listed on the Department of Children and Families website:
www.myflorida.com/childcare/training then click on ‘Online Training
Courses’
3. DOE-approved course on Emergent Literacy.
4. The “Emergent Literacy Course” for VPK instructors is online course that
is available at: http://www.flvpkonline.org/elInfo.htm
5. DOE-approved online Director’s course addressing the VPK specific
competencies.
This
training
is
available
on-line
at:
http://www.myflorida.com/childcare
The Coalition cannot apply the VPK Endorsement to your application until the
Director applies f o r t h e actual V P K D i r e c t o r E n d o r s e m e n t by
c o m p l e t i n g a n a p p l i c a t i o n and submitting to:
The Children’s Forum
2807 Remington Green Circle
Tallahassee, FL 32308
The application is available at:
http://ccrain.fl-dcf.org/documents/-99/556.pdf#page=1
15
Lead Instructor
All VPK instructors must have a current (within the last five years) Level II
Background Screening and a current Affidavit of Good Moral Character.
School Year Program
The Lead instructor must have:
• CDA (Child Development Associate) issued by the National Credentialing
Program or a credential approved by the Department of Children and
Families as being equivalent to (CDA(E)/FCCPC) or greater than the
nation al credential
• Bachelor’s Degree or higher in early childhood education,
prekindergarten or primary education, preschool education, or family and
consumer sciences.
• Bachelor’s or higher degree in elementary education, with certification to
teach children any age from birth through age 6. The certification
does not have to be current.
• A qualifying Associate’s degree or higher degree in child development is
not required to take Performance Standards for Four Year Olds.
• An Associates or higher degree in an unrelated field, with at least six (6)
hours in early childhood education or child development and at least 480
hours of experience teaching or providing care of children birth through 8
years of age.
• An educational credential approved by the Department of Education as
being equivalent or greater to the educational credential described above.
AND (If Instructor has a CDA, CDA(E), FCCP, or NECC)
• Show evidence that they have completed the approved 5.0
hour Department of Education (DOE) Emergent Literacy Course.
• (Starting 7/1/14) Show evidence that they have completed the
Florida Standards for Four Year Olds
The “Emergent Literacy Course” is available on-line at:
http://www.flvpkonline.org/elInfo.htm
Secondary Instructors (Assistants)
Secondary instructors are not required to submit any education or training
qualifications. All VPK teachers must have a current (within the last five years),
Level II Background Screening and Affidavit of Good Moral Character.
Summer Program
Lead instructors must have a Temporary or Permanent Florida Educator Certificate
16
OR
One of the following:
• A Bachelor’s or higher degree in early childhood education,
prekindergarten or primary education, preschool education or family and
consumer science.
• A Bachelor’s or higher degree in elementary education, if the
instructor has been certified to teach children any age from birth through
6th grade, regardless of whether the instructor’s educator certificate is
current. (Certificate does not have to be from Florida; however it cannot
have been suspended or revoked).
Substitute Instructors
If the credentialed (lead) instructor assigned to a VPK class is absent, the center
must assign a substitute instructor to temporarily replace the credentialed instructor.
VPK Substitute Instructors must be approved by the Early Learning Coalition before
they can be assigned to a VPK class.
A Voluntary Prekindergarten (VPK) substitute must be of Good Moral Character and
be screened using the level 2 screening requirements before employment. This
information must be submitted for approval by the Coalition prior to assigning a
substitute to any VPK classroom.
A VPK substitute must have a minimum of 40 Clock Hours to be approved for the
school year program. A VPK substitute must have at least a
CDA to be approved for the summer program.
• School Year Program:

An Associate’s or higher degree in any field OR

A Child Development Associate (CDA)
credential issued by the National Credentialing
Program of the Council for Professional
Recognition OR

A Child Development Associate Equivalency
credential as approved by the Department of
Children and Families (DCF) OR

A DCF 40-clock-hour Introductory Child Care
Training course OR

A DCF 30-clock-hour Family Child Care Home training
•
Summer Program:

An Associate’s degree or higher in any field

A Child Development Associate (CDA) credential issued by the
National Credentialing Program of the Council for Professional
Recognition OR
17

A Child Development Associate Equivalency credential as approved
by the Department of Children and Families (DCF)
Circumstances
The substitute instructor may be assigned only if the credentialed instructor is
absent from the premises.
Time Limitation
A substitute instructor may be assigned to a VPK classroom for an absent
credentialed instructor for no more than 30% of the VPK program. (Thirty percent of
the School Year (540 hour) program is 162 hours. Thirty percent of the Summer
(300 hour) program is 90 hours.) It is your responsibility to maintain a record of the
number of hours a substitute instructor has been assigned to each VPK classroom.
This record will be reviewed during the monitoring visits and must be kept for five
years. If Lead Instructor absences will exceed 30% of the program, a new instructor
must be approved. All changes must be submitted in advance to allow time for
processing. Exceeding the allowable hours will result in a loss of funding.
Prior Approval
Substitute instructors must have their screenings and credentials submitted for
approval. Assigning a substitute to a VPK classroom without written prior approval
will result in a loss of funding.
Secondary Instructors
Substitutes for secondary instructors must be of Good Moral Character, be screened
using the level 2 screening, and must meet Department of Children & Families
requirements before employment. This information does not need to be submitted to
the Coalition for approval. It is to be kept on site for review during monitoring of the
VPK program. It is not necessary to track the number of hours a substitute is used to
replace a secondary instructor.
18
Did You Know?
Individuals with a Florida CDA(E) credential that was
issued after July 1, 2001, must renew their CDAE within 5
years. Note: CDA(E) is now known as, Florida Child Care
Professional Credential – Birth thru Five (FCCPC).
For questions, contact the Department of Children and
Families Child Care Credential Unit at 1-866-320-9710 or
visit: www.myflorida.com/childcare
Click on “Training Information” then “Staff Credential”.
Frequently asked questions are listed relating to the Staff
Credential.
Please Note: All teacher educational credentials must be approved by the Department
of Children and Families (DCF) and documented on the Teacher Childcare Training
Transcript. (CF-FSP #5206).
To view your transcript, click on “Training Transcript” and login.
If educational credentials are not on the transcript, teachers must complete CF- FSP
Form 5211, April 05 (See sample in the Forms section of this manual) and submit to the
Child Care Training Information Center. Once it is on the transcript then send a copy of it
to the Early Learning Coalition with your Voluntary Prekindergarten application.
**Note: Transcripts showing “Experience” do not meet the educational requirements for
VPK Instructors.
Record Retention
Documentation for all VPK students and instructors (including substitutes) must be
kept for five years. These records must be made available to the Coalition for
review upon request. In addition, parents have the right to inspect the files kept
regarding their own child(ren).
19
Accountability
Kindergarten Readiness Assessments
Section 1002.69, Florida Statutes, requires the Florida Department of Education
to adopt a statewide kindergarten screening that assesses the readiness of each
kindergarten student. This screening, the Florida Kindergarten Readiness Screener
(FLKRS), is to be administered to each kindergarten student within the first 30 days
of kindergarten.
Florida Kindergarten Readiness Screener (FLKRS)
For the Kindergarten screening year, the FLKRS will include the Early Childhood
Observation System™ (ECHOS™) and the Florida Assessments for Instruction in
Reading (FAIR™). The items included in the FLKRS continue to be aligned with the
Florida Standards for Four Year Olds which describes skills typically demonstrated
by children at the end of the VPK year.
Readiness Rate Calculation
Section 1002.69, Florida Statutes, requires the Florida Department of Education to
annually calculate each provider’s readiness rate and adopt a minimum kindergarten
readiness rate based on the results of the Florida Kindergarten Readiness Screener
(FLKRS). The maximum rate is 100 starting for the 2010-2011 VPK Program
Year. Prior to the 2010-2011 VPK Program Year the maximum rate was higher.
Readiness rates are calculated for all VPK providers that served at least four
children who substantially completed a VPK program in either the School-Year or
Summer and participated in all parts of the FLKRS. Rates are determined for each
VPK program offered by the Provider. Should a provider offer both a School-year
and a Summer VPK program, they would receive two readiness rates. The
readiness rate, if achieved by a provider, would demonstrate the provider’s
satisfactory delivery of the VPK program.
Provider on Probation (POP)
Providers falling below the minimum rate set by the State Department of Education
are considered Provider’s on Probation the first year that it occurs. After the
minimum readiness rate is determined by the State Board of Education, they will be
notified by mail and are required to:
• Acknowledge their status online.
• Create an Improvement Plan.
 Providers must either use an approved curriculum with the
appropriate training OR agree to implement the staff development.
20

Include in their plan a list of actions already taken or proposed to be
taken and a timeline to implement the proposed actions.
 Must be approved at least 30 days prior to advance payment or
commencing a new program start date for the type of program that the
plan is being submitted.
• Submit an online Progress Report before program start date, if on
second year or more of probation.
First (Consecutive) Year - Probation
Providers falling below the minimum rate are considered Providers on Probation.
After the minimum readiness rate is determined these providers will be notified by
mail and must acknowledge the probationary status online. Next, these providers
will be required to submit an improvement plan according to rule 6M-8.700 which
requires the use of an approved DOE Curriculum and its corresponding training or
the implementation of the staff development plan. Actions required for these
providers must be completed at least 30 days prior to receiving advance payment or
commencing a new program start date for a VPK program which the actions are
being taken.
Second (Consecutive) Year - Probation
Providers falling below the minimum rate for two or three consecutive years will be
notified by mail. Both second and third year providers must submit an online
Progress Report. Action required for these providers must be completed at least 30
days prior to receiving advance payment or commencing a new program start date
for a VPK program which the actions are being taken for.
Removal from VPK Eligibility
Providers falling below the minimum rate for three consecutive years will be notified
by mail. They will not be approved to offer the VPK program for at least five years. If
a provider is a third consecutive year provider then they will be permitted to
complete any VPK programs that they currently have
in session.
Good Cause Exemption
Providers who are being removed from the VPK
program after having been on probation for three
consecutive years may apply for a Good Cause
Exemption. Providers eligible for this application will be
notified directly from the Office of Early Learning
regarding the details of the application process and
review procedures. If a provider is granted an
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exemption then it will allow that program to continue VPK for one more year.
Child Eligibility & Enrollment
Child Eligibility Requirements
•
•
•
•
A child must be four years old on or before September 1st of the VPK
school year.
A child must be a resident of Florida.
A Parent/Guardian must apply at the Early Learning Coalition (ELC) and
the child must receive a Child Eligibility and Enrollment Certificate.
Families of children who have been certified eligible must select an
approved VPK program.
Note: The above must be verified through a consultation with ELC staff.
A child may live in one county but be enrolled in a VPK Program in another
county. The Certificate of Eligibility will be issued by the county in which the child
will attend VPK.
Child Eligibility and Enrollment Certificate
When a child is determined to be eligible a “Child Eligibility and Enrollment
Certificate” is issued to the parent/guardian. When a family chooses to enroll in
your program, ask for the Child Eligibility and Enrollment Certificate. If the family
does not have this information, direct them to the Early Learning Coalition. Please
see the Enrolling/Terminating Children instructions in the Finance Section of this
manual.
Enrollment
Enrollment Priorities
A private Voluntary Prekindergarten provider or public school may not require a
parent to enroll his or her child in, or require payment of fees or charges for
supplemental services (i.e. “extended-day”, “extended-year”, “wrap- around” or “fullday” services) as a condition of enrolling the child in the VPK program.
A VPK provider may develop an Enrollment Priority Policy for their program. As an
example, the policy may prioritize the enrollment of currently enrolled (3 year old)
children, children with siblings enrolled, working families, congregation members,
etc…
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Delayed Enrollment
A child may enroll in a VPK program at any point in the year as long as there is still
10% or more remaining of your program. The parent/guardian of the child will be
required to sign the “Informed Parental Consent for Delayed Enrollment” form OEL
VPK-04 (see the Forms section).
Enrollment Fees
VPK is a FREE program. VPK providers may not charge parents for any materials
or activities used in the VPK program. Fees or materials required for services
provided outside of VPK (wrap care) are at the discretion of the provider. A VPK
provider may not charge a registration fee or require materials for VPK only children.
VPK providers may charge for early drop off or late pick up fees to parents/
guardians of children enrolled in VPK only. These fees should be outlined in your
policy handbook and given to parents before they enroll.
Child Care Resource and Referral (CCR&R)
Once your VPK application has been approved, your Provider profile will be placed
on the ELC website (www.elcpinellas.net). It is recommended that each provider
market their own VPK program to the surrounding community as well.
School Readiness Wrap Care Scholarships
The School Readiness program offers wrap care scholarships for eligible children to
provide care before and after the VPK program. To qualify, children must meet
eligibility criteria and apply through the Early Learning Coalition of Pinellas. Children
enrolled in a VPK program that is eligible for a School Readiness scholarship will
receive priority on the School Readiness wait list. Once the VPK program is over or
the child is no longer enrolled, they will be placed back on the School Readiness
wait list. Siblings of VPK Children are not prioritized on the School Readiness
wait list.
School Readiness care is always based on the availability of funds.
Wrap care can be terminated for these additional reasons:
1. Loss of contact with the parent/guardian/child by the provider or ELC.
2. Death of child or parent/guardian
3. Family relocates outside of Pinellas County
4. Unpaid parent/guardian fees
5. Failure to comply with recertification requirements
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VPK REIMBURSEMENT
2013-2014 Per Student Allocation
(Subject to Change)
School Year $2,380.38
$4.40 Per hour
Summer $2,023.77
$6.74 Per Hour
Enrolling/Terminating Children
Child Eligibility and Enrollment Certificate (OEL VPK-02)
The Child Eligibility and Enrollment Certificate (COE) is verification that
a child is eligible to participate in a VPK program. The COE is used for both a VPK
New Placement and a VPK Re-Enrollment/Transfer.
To ensure that you are reimbursed for a new VPK child the completed COE will
need to be submitted to the VPK Reimbursement department via fax or mail, or be
hand delivered to the ELC office located on Rio Vista Drive in Clearwater.
Section II - Admission by Provider or School must be completed in full.
Failure to include the following WILL delay reimbursement for the child:
•
•
•
Provider and Parent/Guardian signature
Signature dates
VPK Class and Date the child will begin the VPK program
Once the VPK Reimbursement department has received the required forms, the
enrollment will be processed and a Notice of Child Care Enrollment for VPK
funding including the Confirmation Number will be mailed to the provider.
Informed Parental Consent for Delayed Enrollment (OEL VPK-04)
Any child that does not attend on the VPK program/classroom start date is
considered to have a “Delayed Enrollment”. The parent/guardian of a child with a
Delayed Enrollment will be required to sign an Informed Parental Consent for
Delayed Enrollment form (DEF) acknowledging that he/she is aware that his/her
child has missed a portion of the selected VPK program/classroom.
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The completed COE and DEF must be submitted to the VPK Reimbursement
department for enrollment of a child into your VPK program.
A Notice of Child Care Enrollment for VPK funding including the Confirmation
Number will be mailed to the provider.
Re-Enrollment Application (OEL-VPK 05)
A parent/guardian must complete a Re-Enrollment Application, prior to transferring
their child to a new VPK provider. Any movement of a child from one (1) provider to
another within the state of Florida is considered a Re-enrollment. Each child will be
allowed one re-enrollment to a new provider within the state of Florida
Second Re-enrollment for Good Cause
•
•
•
•
•
•
•
Any movement of a child from one provider to another within a county OR from
county to county is considered a Re-enrollment.
A parent/guardian must complete a Re-Enrollment Application (OEL-VPK 05)
prior to transferring their child to a new VPK provider.
Each child will be allowed one VPK re-enrollment to a new provider within the
state of Florida.
A child will have their remaining VPK hours to use at the new provider.
If a child has received the onetime re-enrollment to a new provider and that
provider closes before the student has used more than 70% of his/her allotted
VPK hours, the client may complete the Good Cause Exemption Application to
determine if the child is eligible for an additional re-enrollment.
Any child who has completed more than 70% of the VPK program is not
eligible for re-enrollment.
A child transferring from another county will need to apply for VPK Eligibility in
Pinellas County. At this time ELC Eligibility/Family Service staff will contact the
county the child is transferring from to verify that the child is eligible to receive
a re-enrollment. If the parent/guardian has exercised their right to re-enroll in
the original county, the child will not be allowed to re-enroll in Pinellas County.
If the child is eligible to re-enroll, his/her remaining VPK hours will be obtained.
Second Re-enrollment for Extreme Hardship
•
•
A new Full Time Enrollment (FTE) will only be granted when an extreme
hardship can be proven with documentation.
A new FTE can only be issued during the fall program, as it entitles the
child to attend a full 300 hour summer program.
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Informed Parental Consent for Class Transfers (OEL VPK-06)
A student enrolled in the VPK program may transfer to a different class at the same
provider, if the transfer is within the same program type. A class transfer allows a
child to change VPK classes and receive his/her remaining instructional hours even
if the new class’ instructional hours extend beyond the child’s remaining hours.
The Class Transfer Form (CTF) must be completed in full by the provider and signed
by the parent/guardian. The completed form, including effective date of the transfer
should be submitted to the VPK Reimbursement department before the child has
transferred from one VPK classroom to another.
A Notice of Child Care Classroom Transfer for VPK Program including the
Confirmation Number will be mailed to the provider.
VPK Terminations or Withdrawals
If a child leaves your site and is not scheduled to return, you should contact the ELC
VPK Reimbursement department.
Terminations must also be documented on the VPK Enrollment/Attendance
Certification by writing a “T” on the day after the last day the child attended.
A Notice of Child Care Termination Due to Non-Attendance will be mailed to the
provider.
Parent Responsibilities
Parents must verify their child’s attendance each month by signing the Child
Attendance and Parental Choice Certificate (OEL VPK-03S) OR (OEL VPK-03L).
Providers can choose to have parents/guardians sign their child(ren) in and out daily
OR may use attendance records kept by the VPK staff.
If sign in/out sheets are used, parents/guardians will complete the OEL VPK-03S
(Short Form), no sooner than the last day of each month and within ten VPK days
following the end of the month.
If attendance records completed by the staff are used, parents/guardians must
complete the OEL VPK-03L (Long Form), no sooner than the last day of each month
and within ten VPK days following the end of the month.
Please DO NOT send the original forms to the ELC’s VPK Reimbursement
department.
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Short/Long Forms may be accessed on the ELC’s website www.elcpinellas.net
under: Downloads, Forms for Providers, VPK Reimbursement.
Attendance Certification
Completing the Enrollment/Attendance Certification (VPK Roster)
The Enrollment/Attendance Certification (attendance roster) is used by providers to
record attendance and by the VPK Reimbursement department to calculate monthly
reimbursable hours.
The VPK Reimbursement department will mail an attendance roster to your
center/home monthly. Any child that is enrolled in the VPK program at the time the
forms are printed will be preprinted on the Enrollment/Attendance Certification. Any
children who are added to your program during this month will need to be hand
written on attendance roster in the specific classroom the child is enrolled to.
A key is located on the bottom left corner of the attendance roster indicating the
codes that should be used to complete each child’s attendance.
Please review below for additional guidance:
• Any rosters containing white out will be returned and are not valid.
• When enrolling a new child, place an “S” on the first day the child physically
attended.
• Place an "E" on any day of non-attendance to indicate an absence.
• If a child is absent the last VPK Instructional day of the month, please notify
the VPK Reimbursement department as to whether or not the child will be
returning.
• Place an "N" to indicate a Non-Instructional day whenever you are unable to
provide instruction for VPK as originally indicated on your VPK calendar.
• Place a "T" on the day after the last day the child attended.
• Place a “C” to indicate a temporary closure beyond provider’s control.
• If a child has attended every VPK Instructional day of the month, please
write “No Exceptions” across the child’s attendance line.
• If a child’s name is printed twice on the attendance roster, this means that
his/her birthday was in that month. Please record attendance on only one
(1) of the attendance lines and leave the second line blank.
• Please do not write in the Days attended column. This is for “Official” use
only.
• Please sign the Enrollment/Attendance Certification form at the bottom right
side of the page. By signing your attendance roster, you are verifying that
you have reviewed the form for accuracy.
• Attendance rosters must be received by ELC VPK Reimbursement staff by
the 2nd of the following month. If the 2nd falls on a weekend, the attendance
rosters are due on the first business day following the weekend.
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•
•
You may submit your attendance form to the VPK Reimbursement
department by fax, mail, or hand delivery.
Failure to submit rosters by the due date will result in a disruption of
payment.
Payment for Absences
1. A provider is paid for every day a child attends the VPK program.
2. A child is considered to have attended a full VPK day even if he/she attends
any part of the VPK day.
3. A provider is paid for a full VPK day, even if a child arrives late or leaves early.
4. Generally, a provider is paid monthly for all absences as long as a child is not
absent more than 20% of the time attended.
5. If a child is absent more than 20% of the time attended, a provider is paid for
up to 20% of the absences.
6. If a child is absent more than 20% of the time attended during a specific
month, but is absent for less than 20% of the total time attended in the VPK
program/classroom, the provider will receive an 80/20 absence adjustment
payment with the program/classroom’s final VPK reconciliation.
Program Types
•
•
Fall = 540 VPK Instructional Hours
Summer = 300 VPK Instructional Hours
VPK Provider Payment
Per State requirements and before you can receive your final payment, all providers
who receive VPK funds are required to verify payment and cumulative attendance
information for each child enrolled in their program.
The time frame for verification at the end of the year is limited, so it is critical that you
review the recorded absences and payment made for each child on a monthly basis.
VPK Provider Advance Payment
The VPK Provider Advance Payment is calculated at the beginning of the month
prior to the month that is being advanced and is multiplied at 95% of the current
contract year Per Hour rate for the program type. It is based on the number of
children enrolled in your program at that time and the number of VPK Instructional
hours scheduled during the month that is being advanced.
It is suggested that you compare the Provider Advance Payment report with the
Reimbursement report which is based on actual monthly attendance. There could be
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changes in the actual reimbursement for a child based on excessive absences or
termination from the program/classroom.
VPK Attendance Rosters must be submitted
by the close of business the 2nd day of each month.
Payments will post on the last business day of each month.
*Submitting attendance/reimbursement documentation
after the close of business on 2nd day of each month will result
in reimbursement being made the following month.
*Note: These dates are subject to change based on funding
Who can I contact with about my VPK Provider Reimbursement questions?
The VPK Reimbursement Specialists:
(727) 400-4476
(727) 400-4436
(727) 400-4429
Documentation for all VPK children must be kept for five (5) years.
This includes, but is not limited to:
•
•
•
•
•
The Child Eligibility and Enrollment Certificate
Notice of Child Care Enrollment
Informed Parental Consent for Delayed Enrollment (where required)
Enrollment /Attendance Certification
Child Attendance and Parental Choice Certificate (Long or Short form) with
sign in/sign out sheets attached
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Resources
Additional Websites
http://elcpinellas.net/provider-vpk_addional-resources.php
Commonly Used Acronyms
http://elcpinellas.net/downloads/vpk/VPK%20Commonly%20Used%20Acron
yms.pdf
ELC Policies
ELC Provider Forms
FAQ’s (Frequently Asked Questions)
http://elcpinellas.net/downloads/vpk/VPK%20FAQ.pdf
Where Do I Send?
http://elcpinellas.net/downloads/vpk/VPK%20Where%20Do%20I%20Send.p
df
Who do I Contact?
http://elcpinellas.net/downloads/vpk/VPK%20Who%20Do%20I%20Contact.
pdf
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