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FCCMPL 6 (Updated Process for Family Child Care Providers and County Agencies)
Family Child Care Manual Procedure Letter No. 6
February 8, 2017
TO: All Family Child Care Manual Holders
FROM: Cynthia C. Dungey, Director
SUBJECT: Updated Process for Family Child Care Providers and County Agencies

Background:

Chapter 5101:2-13 rules and forms were effective December 31, 2016, however, the Ohio Child Licensing and Quality System (OCLQS) was not available for use at that time. Family Child Care Manual Procedure Letter (FCCMPL) 2 and FCCMPL 3 were issued to describe temporary procedures until the system was live.

Updated Process:

OCLQS went live on January 30, 2017. This system shall be used in accordance with rule unless otherwise noted below. The updated information in this procedure letter replaces FCCMPL 2 and FCCMPL 3.

Pre-licensing Training

Because of an issue with the tool that feeds the training to the Ohio Professional Registry (OPR), the pre-licensing training is not yet available in the OPR. This, paired with provider feedback, has led ODJFS to review the issue and create an alternative process for the pre-licensing training requirement to be met. Beginning February 24, 2017, the pre-licensing training will be available on the ODJFS website at: https://jfs.ohio.gov/cdc/openingachildcareprogram.stm. Full instructions for the training will also be available there. Once the training is complete, applicants will follow the directions on the website, and at the end of the training, to print and submit documentation of completion to prelicensing@jfs.ohio.gov along with the OPIN number associated with their OPR profile. ODJFS will then document completion of the pre-licensing training in the OPR so that the applicant is able to begin the application process in OCLQS. This process will continue until the training tool issues are resolved and the pre-licensing training is available in the OPR.

If a Type B Home provider application was submitted prior to December 31, 2016 and the application is only missing the pre-licensing training (which replaced both the orientation and the health and safety training required prior to December 31, 2016), the applicant has until Friday, March 31, 2017 to complete the pre-licensing training following the process detailed above. If the training is not completed by March 31, 2017, the application shall be closed. County agencies shall have until June 30, 2016 to approve any applications that were missing the pre-licensing training.

Family Child Care Application Process

If a paper application was submitted during the OCLQS transition process, the family child care provider now has until Friday, March 3, 2017 to enter the information and applicable payment into OCLQS. If an application is not submitted in OCLQS by the deadline, the ODJFS will notify the county agency to close the application and stop processing it for licensure.

New Staff Orientation

Until the training is available in the OPR, the staff orientation is temporarily available on the ODJFS website at https://jfs.ohio.gov/cdc/Licensing_Training.stm. Completion of the training should be documented on the JFS 01307 "Professional Development Documentation for Child Care" and kept on file at the program. The provider shall sign at the bottom of the JFS 01307 to attest that the child care staff member completed the training. Any child care staff member hired between December 31, 2016 and January 13, 2017 will have until March 3, 2017 to complete the training. Existing child care staff must take this orientation by June 30, 2017 because it has been updated to include information required by new federal child care training requirements.

ODJFS Prescribed Child Abuse Overview

Until the training is available in the OPR, the one-hour child abuse overview training is temporarily available on the ODJFS website at https://jfs.ohio.gov/cdc/Licensing_Training.stm. Completion of the training should be documented in the "Child Abuse Prevention" section on the JFS 01276 "Health Training Documentation for Child Care." Please note in the "Other Hours" section of the JFS 01276 that the one-hour child abuse overview training was completed. The provider shall sign the "trainer section" to attest that the child care staff member completed the training and keep a copy of the form on file at the program.

Monitoring Inspections

By March 3, 2017, the county agency shall data enter into OCLQS any paper JFS 01926 "Inspection Report for Family Child Care" that was completed prior to the OCLQS go-live.

Type B Provisional Period

Any Type B provider in a provisional period as of December 31, 2016 will have until June 30, 2017 or until the end of the provisional period, whichever comes first, to complete the new professional development requirements and any needed health trainings.

Family Child Care Providers, please contact the Child Care Policy Helpdesk at 1-877-302-2347, option 4, if you have any questions.

County Agencies, please contact CHILD_CARE_COUNTY_TECHNICAL_ASSISTANCE@jfs.ohio.gov if you have questions.