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8235.7 Regional Day Care Coordinator Responsibilities

CPS August 2008

Regional day care coordinators:

  •  handle program-related duties;

  •  handle fiscal responsibilities; and

  •  coordinate with local child-care management service (CCMS) agencies.

8235.71 Handling Program-Related Duties

CPS August 2008

The regional day care coordinator ensures that child day care is provided to clients according to CPS policy, program priorities, and the approved allocation of regional resources.

Specifically, the regional day care coordinator must:

  •  confirm that the child day care is provided to clients according to policy and regional priorities;

  •  review each Form 2054 Service Authorization for completeness and accuracy;

  •  verify that the foster parents sought and could not find appropriate day care services through community resources, such as Head Start, pre-kindergarten, public (government-funded) pre-kindergarten, and early education programs offered through local schools, before approving day care services through DFPS;

  •  verify CPS regional approval for the use of non-designated vendors if the non-designated vendor is still being used and nothing has changed;

  •  apply procedures regarding the length of time for which child day care is being approved initially;

  •  establish and maintain procedures for renewing or extending child day care services;

  •  establish and maintain communication with the foster home’s development staff and consult with them on requests for child day care;

  •  develop contacts with staff from the local child-care management service (CCMS) agency;

  •  track requests for child day care and route them to the local CCMS agency contacts;

  •  establish a protocol and time frames for CCMS agencies to respond to requests for child day care services;

  •  develop and maintain contacts with local CCMS agencies and serve as the contact between CPS, CCMS, and the designated CCMS centers;

  •  initiate quarterly meetings with the local CCMS agency staff;

  •  maintain contact with the person tracking fiscal expenditures, if that person is someone other than the regional liaison for child day care;

  •  maintain a waiting list to manage authorizations and referrals for child day care that cannot be approved immediately because of limited resources (work with appropriate staff to prioritize referrals); and

  •  inform regional administrative and state office staff about the provision of child care and any unmet needs.

8235.72 Handling Fiscal Responsibilities

CPS August 2008

Fiscal issues may be handled by the regional day care coordinator or by a person in the management services area. The fiscal clerk or bookkeeper tracks and accounts for the actual use of child day care and reports on spent and available resources within the allocation for regional child day care.

The designated regional staff person must complete all of the following tasks on receipt of the allocation for regional child day care:

  •  Determine the average number of requests for care that the budget can support daily — while taking into account projected increases in the need for care at certain times of the year.

  •  Maintain the spreadsheet tracking system that is supplied by the DFPS state office to:

  •  track the use of child day care resources,

  •  project the number of requests for care that can be filled, and

  •  maintain periodic contact with the child-care management service (CCMS) agency about the availability of child day care services to ensure that CPS and CCMS tracking match.

  •  Communicate with CPS program staff about the availability of child day care resources.

  •  Provide information to the CPS program administrator and state office budget staff concerning the use of day care resources and the projected expenditures.

8235.73 Coordinating With Local Child-Care Management Services (CCMS) Agencies

CPS August 2008

The CPS regional day care coordinator and other staff members who take on the fiscal or program roles must also share information with:

  •  coworkers;

  •  regional administration;

  •  the local workforce board; and

  •  the local child-care management service (CCMS) agency.

The regional day care coordinator must also work with CCMS staff to determine the requirements for authorizing day care, including self-arranged care.

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