This procedure letter obsoletes any reference to
Phase 3 Child Care Stabilization Sub-Grants in the following manual procedure letters:
Family Child Care Manual Procedure Letter No. 30
Background
The American Rescue Plan Act (ARPA) of 2021 was signed into law on
March 11, 2021, issuing three streams of federal funding to states through the Child
Care and Development Fund which includes Supplemental Discretionary, Stabilization,
and Mandatory/Matching funds. Stabilization funds support states in providing financial
relief to child care programs by helping to defray unexpected business costs associated
with the pandemic and to help stabilize child care program operations. As a result
of House Bill 169 of the 134th General Assembly, the Ohio Department of Job and
Family Services (ODJFS), Office of Family Assistance, was authorized to spend additional
ARPA funding.
Phase 3
ODJFS has established several child care stabilization sub-grant
opportunities. These sub-grants are available for ODJFS regulated family child care
(FCC) type A and type B homes. ODJFS regulated child care programs do not need to
be participating in publicly funded child care (PFCC) to be eligible to apply for
these sub-grants.
The sub-grant opportunities include Operating/New Pandemic Costs,
Workforce Recruitment/ Retention, and Access Development.
Payments for Type A and Type B Homes Caring for
Children During Traditional Hours
Payments are based on the family child care program's maximum number
of children permitted on-site at one time pursuant to rule 5101:2-13-01, of the
Ohio Administrative Code (OAC). The formula, listed below, consists of a base payment
plus an additional per child dollar amount. Programs' total sub-grant maximum funding
amounts will not exceed $1,100 x the maximum number of children permitted on-site
at one time, per OAC, which is twelve children for type A homes and six children
for type B homes.
Base payment + (per child amount x maximum number
of children allowed by rule)
|
= Maximum Funding Amount
|
Example 1- An FCC Type A home to provide care for 12 children at
one time would receive a base payment of $10,000 plus $13,200 (the per child amount
of $1,100 multiplied by 12) to equal the total amount of $23,200.
Example 2- An FCC Type B home to provide care for 6 children at one
time would receive a base payment of $10,000 plus $6,600 (the per child amount of
$1,100 multiplied by 6) to equal the total amount of $16,600.
The chart below indicates maximum funding amounts by program type:
Program Type
|
Base Payment
| Per Child Amount Multiplied by Program Type Maximum |
FCC - Type A Home
|
$10,000
|
$1,100 x 12 children
|
FCC - Type B Home
|
$10,000
|
$1,100 x 6 children
|
Payments for Type A and Type B Homes Offering Non-Traditional
Care
Type A and type B programs who have indicated in the Ohio Child Licensing
and Quality System (OCLQS) that they provide the option for care during non-traditional
hours will receive additional funds. When determining the sub-grant amount, the
maximum
number of children permitted on-site per OAC, either 6 or 12 children, will be doubled.
Non-traditional hours must be indicated in OCLQS prior to July 22, 2022. Non-traditional
hours include the following timeframes, and do not include holidays.
- OCLQS Days of operation: Saturday and/or Sunday
- OCLQS Start/End times: 7 p.m. to midnight and/or
midnight to 6 a.m.
- OCLQS Attendance Option: Weekends
- OCLQS Services Offered: Evening Care and/or Overnight
Care
Base payment + (per child amount x doubled
maximum number of children allowed by rule) |
= Maximum Funding Amount
|
Example 3 (non-traditional care)- An FCC Type A home to provide care
for 12 children at one time during non-traditional hours as indicated
in OCLQS would receive a base payment of $10,000 plus $26,400 (the per child amount
of $1,100 multiplied by 24 (double OAC maximum number of children))
to equal the total amount of $36,400.
Example 4 (non-traditional care)- An FCC Type B home to provide care
for 6 children at one time during non-traditional hours as indicated
in OCLQS would receive a base payment of $10,000 plus $13,200 (the per child amount
of $1,100 multiplied by 12 (double rule maximum number of children))
to equal the total amount of $23,200.
The chart below indicates maximum funding amounts for non-traditional
care:
Program Type
|
Base Payment
| Per Child Amount Multiplied by Doubled Program Type Maximum |
Non-Traditional FCC - Type A Home
|
$10,000
|
$1,100 x 24 children
|
Non-Traditional FCC - Type B Home
|
$10,000
|
$1,100 x 12 children
|
Application and Expenditure
The application for these sub-grants will be accessed in the Ohio
Professional Registry (OPR). Guidance and requirements are available on the Ohio
Child Care Resource and Referral Association’s (OCCRRA) website at www.occrra.org. Eligible providers must submit
an application through the OPR, via a program’s organization dashboard at https://registry.occrra.org/.
Providers can apply for Phase 3 funding regardless of whether they applied for or
received funding during Phase 1 or Phase 2. When considering the amount to apply
for, programs should determine the amount of expenses they will have in the expense
period listed below.
When applying for the ARPA stabilization sub-grants, applicants are
required to provide the program’s owner/administrator demographics, operational
status, and estimated monthly expense data (these items are federally required by
ARPA).
The chart below is a summary of the application and allowable expense
periods. Funds are dispersed according to this schedule. Reconciliation for the
full amount issued in each previous phase is required prior to applying for the
next sub-grant. If a program does not request all eligible funding in this phase,
they may return to the OPR and request up to the maximum funding amount, as long
as the application period is still open.
Phase
|
Application Period
|
Expense Period
|
Reconciliation Due
|
3
| August 1, 2022 – November 30, 2022 | July 1, 2022 – June 30, 2023 |
July 31, 2023
|
Programs can utilize none, some or all of the sub-grants; however,
funds cannot be used toward an expense previously paid for with stabilization grant
funding. Unused funds per phase cannot be carried forward.
Payments will be processed approximately four weeks to six weeks
after the date the application is approved. Programs can see the status of their
application in the program’s organization dashboard in the OPR. Sub-grants will
be awarded as long as ARPA funding is available and appropriation to spend the funding
is provided to ODJFS.
Qualifications
Stabilization sub-grants are available by application to Ohio child
care programs who qualify by meeting basic criteria outlined by the federal government.
Child care programs are to be:
1.Licensed by ODJFS.
2.In “Open” status
as verified in OCLQS and serving children. A temporarily closed program that reopens
during the application period can apply for sub-grants for expenses incurred during
the entire expense period for Phase 3.
3.In good standing
as of the date of application
a.Programs not in
good standing include:
i.Programs in enforcement
during the qualification period
ii.Programs who have
had their Provider Agreement for Publicly Funded Child Care terminated, within the
five years prior to this application, due to misuse of funds.
b.If a program is
in good standing at the time of application but is later determined not in good
standing, prior to the funds being awarded, the funds will not be awarded.
4.Compliant with
all applicable OAC and Ohio Revised Code (ORC) requirements which include Child
Care and Development Block Grant Funds health and safety requirements and the completion
of comprehensive background checks.
5. In agreement with
sub-grant terms by certifying that the child care program will, for the duration
of the sub-grant:
a.Use funds only
for the categories and purposes indicated
b.Implement required
ODJFS policies including OAC and ORC, orders from the State of Ohio, and to the
greatest extent possible, implement policies in line with guidance from the Centers
for Disease Control and Prevention. (CDC).
c.Pay full compensation
and maintain full benefits to staff and agree not to involuntarily furlough employees
d.Implement a hiring
bonus and a retention policy. If this option is selected this policy should include:
i.A 6-month period
that the staff member agrees to remain with the program in exchange for receipt
of Workforce Recruitment/Retention funds.
ii.Document the date
the hiring and retention bonus is issued.
iii.A written agreement
between the professional and program articulating that the professional agrees to
remain employed by the program for at least 6 months from the date of hiring bonus
and/or retention.
Reconciliation
Programs are required to complete a reconciliation for each sub-grant
phase. Phase 1 & 2 reconciliations and desk reviews must be approved in order
to access the Phase 3 grant application. Phase 1 & 2 reconciliations are to
be completed no later than July 31, 2022. Any grant repayments for Phase 1 &
2 must be sent to OCCRRA by September 15, 2022. Programs with an outstanding repayment
may cause a Phase 3 payment delay. Phase 3 reconciliations must be submitted no
later than July 31, 2023.
Reconciliations will be located in the program’s organization dashboard
in the OPR. Programs should retain receipts, invoices and documentation for expenses
used toward these sub-grants. Reconciliation guidance will be located at https://occrra.org/.
Sub-Grant Opportunities
Operating/New
Pandemic Costs Sub-Grant: Family child care type A and type B homes
will be eligible for funds intended to assist with costs incurred as a result of
the federal public health emergency. This sub-grant can be used for:
- Paying personnel costs; including wages or benefits
such as health, dental, vision, paid sick leave or family leave, retirement contributions
- Paying ongoing costs including rent, mortgage, utilities,
insurance
- Conducting family child care home maintenance, renovations,
including those that address COVID-19 concerns as well as improvements that make
child care programs inclusive and accessible for children and families with disabilities.
Note: Construction or major renovations are not permitted. 45 CFR 98.2 defines “major
renovation” to mean “(1) structural changes to the foundation, roof, floor, exterior
or load-bearing walls of a facility, or the extension of a facility to increase
its floor area; or (2) extensive alteration of a facility such as to significantly
change its function and purpose, even if such renovation does not include any structural
change.” In other words, funds may be spent on renovations such as painting, carpeting,
and other activities that neither add to the permanent value of the property nor
significantly alter the function or purpose of the facility.
- Purchasing personal protective equipment (PPE) worn
to minimize exposure to hazards that cause workplace injuries and illnesses must
be either approved by the National Institute for Occupational Safety and Health
(NIOSH) or authorized for use by the United States Food and Drug Administration
(FDA), including under emergency use authorization.
- Purchasing sanitizer, classroom dividers, cleaning
supplies, temporary sinks, thermometers, and COVID-19 testing, covering other expenses
that facilitate business practices consistent with safety protocols.
Workforce
Recruitment/Retention Sub-Grant: This sub-grant can be used for personnel
costs including:
- Providing increased wages
- Providing benefits such as health, dental, vision,
paid sick leave or family leave, retirement contributions
- Paying sign-on and retention bonuses, ongoing premium
or hazard pay, transportation costs to/from work
- Creating substitute pools, providing administrative
support
- Funding recruitment activities
- Supporting early childhood professionals through
coaching as well as training and professional development on topics including communicable
disease, first aid, CPR, sudden infant death syndrome, medication administration,
shaken baby syndrome, emergency preparedness and response planning, transportation,
handling and storage of hazardous materials. This includes Ohio Approved training.
- Supporting staff access to COVID-19 vaccinations
including paid time off for vaccine appointments and to manage side effects, transportation
cost to appointments
- Assisting with background check expenses
Access
Development Sub-Grant: These sub-grants can be used for costs incurred
when:
- Expanding the number of current classrooms or reopening
classrooms closed due to the pandemic to serve additional children or serve new
age groups. This does not include construction to build a program or construct a
new room, but can include: adding or expanding infant/toddler, or school-age care,
or care for children with special needs, or expanding hours of operation to include
non-traditional hours weekdays 7:00 p.m. to 6:00 a.m. or between 12:00 a.m. Saturday
to 6:00 a.m. Monday
- Increasing technology access by purchasing technology
and new equipment for learning and development
- Supporting programs serving school-age children in
addressing learning gaps and meeting the social and emotional needs of school-age
children. (Examples: after hours tutoring, partnering with speech and hearing, etc.)
QuestionsPlease contact OCCRRA with questions at support@occrra.org or 1-877-547-6978.