05.05.01 - CCAP Provider Health, Safety, and Child Development Training Requirements

Effective Date: 3/19/2021

Revised: 04/06/2017, 08/01/2017, 03/02/2021

Reference: 45 Code of Federal Regulation (CFR) Subpart D, §98, 89 Ill. Adm. Code 50.830

Policy Statement:

The Illinois Department of Human Services (IDHS) partners with child-care providers to serve low income families through the Child Care Assistance Program (CCAP). To help ensure the health and safety of children, providers participating in the IDHS CCAP must meet Federal Regulations 45 Code of Federal Regulation (CFR) Subpart D, §98, regarding health, safety and child development training. Providers must also maintain current CPR/First Aid certification, complete other Department specified training where applicable, as well as ongoing annual training each calendar year thereafter. Qualified CCAP providers must be in compliance with the training requirements outlined below in order to achieve and maintain eligibility to receive CCAP payments. Training completion is subject to monitoring and inspection.

Applicability:

All non-relative license-exempt child care  home providers (764,766) and license exempt child care centers (761).

Special Note: *** All non-relative license-exempt child care  homes (764, 766) and all license-exempt child care  centers (761) that have received a payment between January 2021- March 2021 must complete Orientation training requirements by June 30, 2021.

Training Requirements:

I. Orientation

All non-relative license-exempt child care home providers (764,766) and license exempt child care  centers (761) must be members of the Gateways Registry to track training completion at: https://registry.ilgateways.com/

A. License Exempt Child Care Centers (Provider Type 761)

License-exempt child care center staff that are required to complete training requirements:

  • Director(s): Individuals who has primary responsibility for the daily operations and management of the center;
  • Teacher(s): Includes lead teachers, teachers, teacher assistants or teacher aides who are employed by a child-care provider for compensation on a regular basis.

All license exempt child care  centers must meet the following orientation requirements within 90 days of being approved on a CCAP case:

  • At least one (1) staff member certified in First Aid & CPR must always be on site (CPR Certification must be specific for the ages served)
  • 50% of all required staff must complete IDCFS Child Abuse and Neglect Mandated Reporter Training
    • Recertification of these requirements will count towards annual training requirements.

B. Non-Relative License-Exempt Family Child Care Home Providers (Provider Types 764, 766)

All non-relative license-exempt child care home providers must meet the following orientation requirements within the first 90 days of service:

  • First Aid & CPR (CPR Certification must be specific for the ages served)
  • IDCFS Child Abuse and Neglect Mandated Reporter Training
    • Recertification of these requirements will count toward annual training requirements.

II. Yearly/Ongoing Training Requirements

All non-relative license-exempt child care home providers (764,766) and license exempt child care centers (761) must maintain their membership in the Gateways Registry to track training completion at: https://registry.ilgateways.com/

Current (Paid Jan 2021-Mar 2021) non-relative license-exempt child care  home providers (764,766) and license exempt child care  centers (761) must complete at least six (6) hours of approved Child Development, Health & Safety training by December 31, 2021 and by each December 31st thereafter.

Notification of training requirements will be sent out via US mail with March 2021 certificates.

New (Approved April 2021 and beyond) non-relative license-exempt child care home providers (764,766) and license exempt child care centers (761) must complete at least six (6) hours of approved Child Development, Health& Safety training annually. The anniversary date will be the last date of the month in which the provider was approved . (i.e. Approved May 1, 2021, anniversary date will be May 31, 2021. Approved May 22, 2021, Anniversary date will be May 31, 2021.)

Notification of training requirements will be shared during the approval process.

IIIChild Development, Health & Safety Training

Training must be appropriate for the child-care setting and age of children served)

A. Topics accepted for the annual training requirements:

a) Prevention and control of infectious diseases (including immunizations);

b) Prevention of sudden infant death syndrome and use of safe sleeping practices (applicable only to those serving infants);

c) Administration of medication, consistent with standards for parental consent;

d) Prevention and response to emergencies due to food and allergic reactions;

e) Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury; such as, electrical hazards, bodies of water, and vehicular traffic;

f) Prevention of shaken baby syndrome, abusive head trauma, and child maltreatment;

g) Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (such as violence at a child-care facility);

h) Handling and storage of hazardous materials and the appropriate disposal of bio-contaminants;

i) Appropriate Precautions in transporting children (if applicable);

j) Pediatric First Aid and Cardiopulmonary Resuscitation (CPR) Certification;

k) Recognition and reporting of child abuse and neglect; and

l) Promotion of child growth, development and learning.

m) Nutrition (including age-appropriate feeding);

n) Access to physical activity;

o) Caring for children with special needs; or

p) Additional subject areas to promote child development and/or protect children's health and safety

B. Training Methods:

Training opportunities are available and offered statewide by a variety of delivery methods, including local Child Care Resource & Referral (CCR&R) agencies, on-line through the Illinois Gateways i-Learning system or through instructor led courses and through the Service Employee International Union (SEIU), Members Educational & Training Center (METC).

Procedures:

I. Documenting Training Completion

A. It is the responsibility of the CCR&R staff (for example, Health & Safety Coach, and/or Designee) to assist providers in meeting their training requirements.

B. Child-care providers are responsible for reporting all completed training requirements via the Gateways Registry and must notify their HS Coach, and/or Designee upon training completion.

C. Once evidence of training completion is received by the HS Coach and/or Designee, it must be documented in the Provider Notes section in Child Care Maintenance System.

D. HS Coach and/or Designee will continue reaching out to License Exempt Providers (761, 764, 766) to confirm the following: Gateways Registry membership is current, FA/CPR is current, Mandated Reporter training is current

E. CCR&R staff will offer trainings that are based on the HS topics (see Child Care Assistance Program 05.05.01). CCRRs have the discretion of offering training that works best for their Service Delivery Area (e.g., virtual, face to face when this is can be offered safely single sessions, series sessions, all day HS training day)

II. New Providers:

A. Approving the Provider

The eligibility specialist should process the case and follow procedures for all other provider qualifications including:

i. Background checks (05.03.01);

ii. W-9 certification (05.02.01);

iii. Photo ID (05.02.02);

iv. SSN Card (05.02.02);

v. License-exempt center confirmation (05.02.03)

B. Verifying Orientation Training Completion

Upon approval, the eligibility specialist shall confirm whether or not the provider has met the initial training requirements.

  Orientation training can be verified by:

  • Provider submitting training completion report
  • Data Tracking Program Provider Screen
  • CCMS Provider Screen

If they have done so, no further action is needed.

If the newly approved provider has not completed the requirements, the eligibility specialist shall notify the HS Coach  and/or Designee and shall issue the provider the initial health and safety training requirements. The HS Coach and/or Designee will assist the provider in creating a training plan to ensure orientation requirements are completed within 90 days. The HS Coach  and/or Designee shall also share CCAP policy 05.05.01 with providers after initial notice from DHS has been shared. While offering trainings that are based on the HS topics (see CCAP 05.05.01).

Prior to day 45, the HS Coach  and/or Designee will check DTP/CCMS to determine if the required trainings have been completed. If the trainings have not been completed, the HS Coach and/or Designee shall issue a 45-day notice informing the provider that they have 45 days remaining to complete the orientation requirements. If the requirements are not completed by day 90, the provider will be closed out of all CCAP cases 10 days from the 90th day.

  • If the provider has completed the training within the first 45-day period, no additional action needs to be taken.
  • If the provider has completed the training within the second 45-day period, no additional action needs to be taken.

Example 1: Provider approved to provide care on Apr 1, 2021. HS Coach and/or Designee notifies provider May 15, 2021 of the 45 days remaining to complete required training. If the provider has not completed orientation training by Jun 29th, provider will be closed out of all cases Jul 9, 2021

C. Failure to Meet the Orientation Requirements

On the 90th day the eligibility specialist will again check DTP or CCMS notes to verify if the required trainings have been completed. If the orientation training is not completed, the eligibility specialist will close the provider out of all approved cases with a 10-day closeout notice using reason 75 "Your child care arrangement does not meet the IDHS child care requirements. If you need help finding a provider that meets these requirements, providers should call for a Parent Counselor at our Child Care Resource and Referral agency."

  • Eligibility Specialist will add the "No Qualified Provider" ID for all cases that the provider has been closed out of.
  • Eligibility Specialist will issue a Change of Provider (COP) form to the client.

III. Annual Training Requirements

A. Notifying Provider of Annual Training Requirements

IDHS will send a notice informing providers that they must meet annual training requirements for the upcoming year.

 IDHS will notify providers in writing of the annual training requirements at least twice per year.

B. Verifying Annual Training Completion

Child care providers are responsible for reporting all completed training into the Gateways Registry and must notify the HS Coach and/or Designee upon training completion.

Once evidence of training completion is received by the CCR&R, it must be documented in the Provider Notes section in CCMS. If requirements have been met, no additional action should be taken.

C. Failure to Meet Annual Training Requirements

If annual training requirements have not been met by December 31st, the eligibility specialist will close the provider out of all approved cases with a 10-day notice using reason 75 - "Your child-care arrangement does not meet the IDHS child-care requirements. If you need help finding a provider that meets these requirements, providers should call for a Parent Counselor at our Child Care Resource and Referral agency."

  • Eligibility Specialist will add the "No Qualified Provider" ID for all cases the provider has been closed out of.
  • Eligibility Specialist will issue a Change of Provider (COP) form to the client.