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FCCMPL 2 (Temporary Procedures for County Agencies for Licensing Family Child Care Providers and Certifying In-Home Aides)
Family Child Care Manual Procedure Letter No. 2
December 23, 2016
TO: All Family Child Care Manual Holders
FROM: Cynthia C. Dungey, Director
SUBJECT: Temporary Procedures for County Agencies for Licensing Family Child Care Providers and Certifying In-Home Aides

Background:

The Office of Family Assistance has completed a thorough review and restructuring of all child care licensing rules. All licensing rules have been reviewed to ensure that the Ohio Department of Job and Family Services (ODJFS) is mandating only essential health, safety and administration requirements and not requirements that could inhibit small business in Ohio. Additionally, the rules for all settings have been aligned, renumbered and updated to require the use of the Ohio Child Licensing and Quality System (OCLQS) currently in development. Both Type A and Type B Homes will be monitored by the local county agency.

Temporary Process:

Chapter 5101:2-13 rules and forms are effective December 31, 2016, however, OCLQS will not be available for use at that time. The requirements listed below in this procedure letter will be effective beginning December 31, 2016 until OCLQS is operating.

In-Home Aide Pre-Certification Training

In-Home Aides need to complete a pre-certification training prior to submitting an application. The pre-certification training will be offered by each county agency as needed. The applicant will contact the county agency to schedule the training and the county agency will need to provide access to the training. The training will need to be scheduled in the Ohio Professional Registry (OPR) and the applicant will need to register for it via the OPR.

Family Child Care Application Process/In-Home Aide Application and Renewal Process

A paper application may be submitted to begin the licensing or certification process and will be accepted without payment (if applicable). To obtain a fillable application, the applicant shall call the Child Care Policy Helpdesk at 1-877-302-2347, option 4. The applicant will then return the completed application (no attachments or supporting documentation) to CentralOffice_CCPackets@jfs.ohi.gov. The ODJFS will monitor the emailed applications, check for the pre-licensing and pre-certification training and send the documentation to the county agency contact to begin the licensing or certification process. County agencies will continue to follow the process detailed in county TA letter #1 and #2 for all licensing actions for Type B Home providers. Once OCLQS is operating, all individuals who submitted a paper application shall submit a new application and applicable payment in the system within thirty days of the system go-live date. The ODJFS will check thirty days after go-live of the system to ensure all applications are submitted in OCLQS. If an application is not submitted in OCLQS by the deadline, the ODJFS will notify the county agency.

Family Child Care Licensing Amendments

Type A Home providers will continue to submit amendments in the Central Office License Tracking System - System for Online License Applications and Renewals (COLTS - SOLAR) system. If a Type A amendment request is received, it will be forwarded to the county agency. Once the county agency sends the recommendation for approval to the appropriate regional mailbox, the ODJFS will have it approved in COLTS - SOLAR.

Type B Home providers will continue to follow the county process and notify the county agency if there is an amendment. County agencies will continue to follow the process detailed in TA letters #1 and #2. County agencies will continue to use the 3299/Child Care Information Data System (CCIDS) to data enter Type B Home providers' license information.

Monitoring Inspections

The county must document inspections completed prior to OCLQS go-live using the JFS 01926 "Inspection Report for Family Child Care" pursuant to rule 5101:2-13-03 of the Ohio Administrative Code (OAC). Once OCLQS is operating, the county must data enter the inspection within 30 days from the date of the system go-live.

Complaint Inspections

If a county agency receives a complaint about a licensed Type A or Type B Home, the agency shall document the details of the complaint on the JFS 01295 "Complaint Intake, Alleged Operations and Disposition Report for Child Care" and begin the investigation. If ODJFS receives a complaint about a licensed Type A or Type B Home, the department will forward the completed JFS 01295 to the county agency. The complaint investigation shall be documented on the JFS 01926 pursuant to rule 5101:2-13-03 (OAC). Once OCLQS is operating, the county agency must data enter both the complaint and complaint inspection within 30 days from the date of the system go-live.

Serious Incidents

If a serious incident occurs, family child care providers will call the Child Care Policy Helpdesk at 1-877-302-2347, option 4, to report the incident. The help desk will complete the intake form and send it to the county agency to begin the complaint investigation.

Corrective Action Plan (CAP)

Family child care providers will submit the CAP to the specialist at the county agency. The county agency shall review for completeness and keep the CAP in the provider's file. County agency staff will enter all CAPs submitted between December 31, 2016 and go-live.

Please contact CHILD_CARE_COUNTY_TECHNICAL_ASSISTANCE@jfs.ohio.gov, if you have any questions.