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|Process Document for Licensed Exempt Home and Relative Care |

|Orientation and Enhanced Rate Trainings |

|2017-2019 |

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|Items and information in this process document that are not part of the SEIU Collective Bargaining Agreement with DHS are in blue type and specifically state the |

|Oregon Statute or Oregon Administrative Rule that requires the process. |

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|Definitions and Terms |

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|Provider – Throughout this document the term Provider will be referring to Licensed Exempt home-based providers or family, friends and neighbors |

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|Approved and Listed Provider – |

|Active with an “A” or “I” list status: the List Status on the DPPM screen must be an ‘A’ or ‘I’. Please see the attached list “Direct Pay Screens” for more |

|information. |

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|ORO – Oregon Registry Online |

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|Regulated Subsidy Provider – A license-exempt home-based provider who is not related to children in care. |

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|Relative – Grandparent, great grandparent, aunt, uncle or an adult sibling living outside of the home. |

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|SEIU – |

|Service Employees International Union represents Licensed Exempt home-based providers |

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|Training – |

|In these sections it refers to Orientation, license-exempt exclusive, regulated subsidy and enhanced trainings |

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|Orientation - |

|Orientations are for license-exempt child care providers and are to be provided in-person. If a Provider is unable to attend an orientation, on a case-by-case basis, |

|an alternative to the in-person training will be offered. See #14 for options. |

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|Orientations are to be completed within 90 days of the Providers’ approval date with DHS. SEIU retains the right to do a presentation for any alternative training. |

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|License Exempt Centers – |

|License Exempt Centers must have someone from the center attend the Orientation, however they are not eligible for the Stipends or for any training scholarships, |

|because they are not represented by SEIU. Per ORS 329A.340 A child care provider not subject to certification or registration who begins providing child care |

|services after June 30, 2010, and who receives funds from the Department of Human Services shall attend an orientation provided by the department or a resource and |

|referral agency. |

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|Regulated Subsidy Training - |

|License exempt providers not related to all children in their care are required to take additional trainings. Trainings include pre-service requirements and 6 hours |

|of ongoing. License exempt centers must have the director and all staff who may have unsupervised access to the children meet all of the regulated subsidy training |

|requirements. |

|Pre-service include: |

|Introduction to Child Care Health and Safety - available online |

|CPR/First Aid – in person and hybrid classes allowed, must meet licensing requirements in ORO |

|Recognizing and Reporting Child Abuse and Neglect (RRCAN) – available online |

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|Enhanced Rate Training - |

|Refers to Recognizing and Reporting Child Abuse and Neglect, Infant/Child First Aid and CPR, Food Handlers Certification and 8 hours of ongoing training. |

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|Additional Training - |

|Refers to CCR&R sponsored and non-CCR&R sponsored training that Providers may attend in addition to the Enhanced Rate Trainings. Providers are eligible to receive |

|stipends and training scholarships for a required 8 hours of training, every two years, to maintain the Enhanced rate. Or 6 hours of training every two years for |

|regulated subsidy providers. The current two year period is July 2017 through June 2019. Providers are also encouraged to attend other low-cost training offered by |

|the CCR&R beyond the 8 hours required up to a 12 hour maximum every two years. |

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|Stipends – |

|Providers can receive a stipend of $12 per hour for attending some classes. Providers must be listed and approved with DHS to receive a stipend payment. For the |

|enhanced rate, the provider must be approved and currently caring for a subsidy family to receive the stipend. All Stipend invoices must be mailed to Central |

|Coordination for payments to be processed and for tracking within the system. Stipends are not available for self-study or on-line classes. |

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|Training fund for Providers who are listed with DHS. The trainings include the orientation, regulated subsidy, enhanced rate training and Additional Training as |

|defined above. |

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|Providers must be pre-registered for trainings. Providers who shows up for the Orientation or any training without having pre-registered, may be turned away if space|

|is not available. Providers who are turned away or are not approved and listed with DHS are not eligible to receive a stipend payment. |

|Information guide |

|1 -3. Posting trainings and SEIU requirements |

|4 - 12. License Exempt provider Orientations |

|12. Stipends and W-9 |

|13. Alternate to in-person Orientation |

|14. Regulated subsidy |

|15 - 21. Enhanced rate |

|22. Enhanced Renewal – class guidelines |

|23. Pre-payment of non-CCR&R classes |

|27 - 31. Food Handlers |

|32. Tracking and recording of trainings |

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|Pre-service Health and Safety Training requirement |

|All license-exempt providers are required to take the “Introduction to Child Care Health and Safety” (ICCHS) training prior to being approved by DHS per OAR |

|461-165-0180. There are no exceptions for this health and safety requirement. The 3 hour “Oregon Kids Healthy and Safe” (OKHS) classroom training is not an accepted |

|training in place of the ICCHS training. For license exempt centers the director and all staff who may have unsupervised access to children in care are required to |

|take the ICCHS training. |

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|The training requirement above is DHS requirement due to Federal guidelines |

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|CCR&R’s will provide current information about available trainings via a link to ORO training calendar reflecting dates, times and locations and clear indication of |

|which trainings are exclusive to License Exempt child care providers. All information regarding trainings will be listed on ORO at least 30 days in advance. |

|CCR&R will share the names of Providers registered for Trainings with SEIU no later than 24 hours before the training. |

|SEIU will be provided an opportunity to make a 30 minute presentation regarding the union and union practices at the end of the orientation. Providers’ attendance for|

|the presentation is voluntary. Whenever possible SEIU will give 10 day notice of cancellation if they are unable to attend a training. |

|License Exempt Orientation |

|If a SEIU representative is not available to attend the Orientation, the CCR&R will proceed with the Orientation as scheduled. If available and allowed, union |

|information will be given to Providers who attend the Orientation. |

|The English version of the Orientation is 2 hours: 1½ hours for CCR&R presentation, ½ hr for SEIU presentation. Providers completing the Orientation will be eligible|

|for a $24 stipend. |

|The Spanish version of the Orientations is up to 3 hours: Up to 2 ½ hours for the CCR&R presentation, ½ hour for the SEIU presentation. Providers completing the |

|Spanish Orientations will be eligible for a $36 stipend when the full 3 hours is utilized. Adjust the stipend amount according to the class time. |

|Excessive Mileage stipend is for the Orientation only: Providers who attend either English or Spanish Orientation and travel 26-49 miles one way to the training are |

|entitled to an additional $4. Providers traveling 50+ miles one way to the training are entitled to an additional $8. Mileage will be measured by Map Quest or Google |

|using the shortest round trip route. |

|Both CCR&R and SEIU will recruit Providers to Orientations |

|SEIU will provide a list of Providers wanting to attend an orientation within 5 days of the training. |

|Child Care Providers who are not approved and listed with DHS are not eligible for stipend payments. CCR&R may choose to allow a Provider who is not approved with DHS|

|to attend an Orientation, but the Provider needs to be informed they will not be eligible for a stipend payment even if they become approved at a later date. |

|Information about the Food Handlers exam must be provided at the Orientation. If a Provider wants to take the online exam at no cost, the CCR&R must contact the |

|Central Coordination of CCR&R (Lacey Davis davisld@wou.edu ) to obtain a payment number. Payment numbers will not be given directly to a Provider. |

|Stipend forms and sub W-9’s are to be handed out at all Orientations. Each provider should place their W-9 in a confidential envelope prior to collection by the |

|CCR&Rs. CCR&R’s mail the W-9’s and invoices to the Central Coordination of CCR&R office within 5 business days following the Orientation. |

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|Please follow the stipend and sub W-9 process below: |

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|Stipend and Sub W-9 forms are to be completed by Providers at the end of the |

|Orientation or *Enhanced training |

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|Confidential Envelopes for the completed sub W-9 should be included in the Orientation |

|packet or distributed by the CCR&R to each Provider completing a sub W-9 |

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|CCR&R staff will offer Providers written instructions and give verbal instructions on how to complete the Sub W-9. Instructions given |

|should include: |

|Name (as shown on their tax returns) |

|DBA (Doing Business As) name if applicable |

|Address where payment should be sent |

|Tax ID number or their Social Security number |

|Signature (Reminder to Providers that an unsigned form means a stipend payment cannot be processed.) |

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|Providers who do not want to complete the sub W-9 will not receive a stipend payment |

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|Central Coordination of CCR&R will issue a check for completed stipend forms within 14 business days from the day the central coordination of CCR&R receives the forms|

|from the local CCR&Rs. |

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|Important: Stipend payments to Providers may be delayed if the tax ID, SSN, or Name are illegible or incorrect. |

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|*Note: Once a Provider has completed a stipend form and sub W-9, it will be recorded with Central Coordination of the CCR&R office and will not need to be completed |

|again, unless the Providers information changes. |

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|Stipend and W-9 forms are not to be mailed in by Providers. |

|Class rosters are also to be mailed or faxed to the Central Coordination of CCR&R office within 5 business days following Orientation. |

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|Stipend request from Providers who attend training must be received by the Central Coordination of the CCR&R within 6 months of the training they attended. Stipends |

|received after 6 months are no longer valid. |

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|Home Study packet of the Orientation - The study packet is currently available in English only and can be used in situations where the Provider does not have access |

|to an in-person Orientation training. Exceptions to the in-person training would be situations where: |

|there is a lack of transportation to attend the Orientation, or |

|the classroom style is not available in remote locations |

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|If a Provider in your area meets the exception please send their name and email address to Jen Irving at Jennifer.J.Irving@state.or.us Once DHS has their information,|

|a packet will be mailed with instructions directly to the child care Provider. |

|Regulated Subsidy training |

|License exempt providers who are not related to a child in their care must take additional training, beyond the ICCHS and Orientation. The pre-service trainings are: |

|Recognizing and Reporting Child Abuse and Neglect (RRCAN) – online training |

|Infant and Toddler CPR/First aid – In-person or hybrid. Training must meet licensing requirements in ORO. |

|Ongoing training – 6 hours in each two year period (see Additional Training definition above) |

|2 hours of the 6 hours must fall under “Human Growth and Development” category; and |

|2 hours of the 6 hours must cover “Understanding & Guiding Behavior” |

|2 hours are the providers choice but must be within the 10 Core Knowledge Categories |

|Enhanced Rate |

|Note: The $4 or $8 travel stipend does not apply to enhanced rate or additional training. |

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|Remember: Stipend request from Providers who attend a training must be received by the Central Coordination of the CCR&R within 6 months of the training they |

|attended. Stipends received after 6 months are no longer valid. |

|Enhanced Rate Training – To be eligible for Enhanced Rate Training and Stipend the Provider must be: |

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|approved and listed with DHS |

|connected to a DHS subsidy family at the time of registration |

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|Providers will be reimbursed at a rate of $12 per clock hour. |

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|Enhanced Rate Trainings may be taken prior to the Orientation. However, the Orientation is still required in the first 90 days of approval for all License Exempt |

|Providers who have not taken the orientation or have had at least a one year break in their approved status. |

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|Note: You can determine if an approved and listed Provider is connected to a subsidy family from DHS screen WCSL |

|Enhanced rate class criteria – to receive the Enhanced Rate Providers must complete, in addition to the orientation; |

|RRCAN |

|Food Handlers |

|Child CPR/First Aid |

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|A one-day training, including CPR, First Aid, and Recognizing Child Abuse and Neglect (RRCAN) training will be offered and open for registration to providers at least|

|once every 3 months in each SDA that has enough providers to support the cost of scheduling and holding a one day class. A minimum number required for registration is|

|6 providers per one (1) day class. Trainings may be offered exclusively to providers, but is not required to be exclusive. |

|Providers should fill out the stipend invoice and Sub W-9 (which serves as the enhanced rate application) and the class roster. The forms should be handed out by the |

|class trainer or CCR&R staff. [For mixed classes, the roster should differentiate licensed exempt providers from other participants.] |

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|Stipend and *sub W-9 forms Process – see # 12 |

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|*Note: Once a Provider has completed a stipend form and sub W-9, the sub W-9 will be on record with central coordination and will not need to be completed again |

|unless the Provider’s information changes. |

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|SEIU and AFSCME may give a collaborative union presentation at Enhanced Rate trainings. |

|To Renew the Enhanced Rate – Providers must keep their Food Handlers and CPR/First Aid certification up to date and take an additional 8 hours of training in the Core|

|Knowledge Categories within two years. Recommended categories include Human Growth and Development and/or Understanding and Guiding Behavior because these two |

|categories will help the Provider move up on the Oregon Registry. |

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|Classroom type trainings are accepted with a certificate upon completion of the class that states the Providers name, class title, date taken and instructor |

|signature. |

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|Distance training (Web based) may be used but the certificate of completion needs to be given after the course is complete. OCCD will verify this when they receive a |

|copy of the certificate. |

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|Book reports and planned reading are not accepted by the Oregon Registry or for renewal |

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|Note: Renewal of the Food Handlers and CPR/First Aide certificates are free to Enhanced Providers who are caring for DHS Subsidy children. The Food Handlers and |

|CPR/First Aid are not part of the 8 hours of training required. |

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|Providers may elect to take Additional Training prior to completion of Enhanced Rate Training requirements; however, these training hours will not apply |

|retroactively to training renewal requirements for the enhanced rate. |

|For non-CCR&R sponsored RRCAN, Child CPR/First Aid, Enhanced Rate Training, the Department of |

|Human Services will pre-pay approved Provider training costs. |

|TBD by ELD |

|Providers who are license exempt, approved and listed with DHS, must adhere to the state policy regarding use of the RRCAN self-study (self-study may be used if |

|the provider is unable to complete the online RRCAN). |

|If a Provider is a no-show two times for a Training, the Provider will no longer be eligible to access training fund dollars for the cost of the Training, or |

|receive a stipend for that specific training. A Provider will not be considered a no-show if cancellation notification is given by the end of the business day |

|prior to the training. |

|Pending verification from ELD - CCR&Rs may bill for the following types of costs using a Financial Statement and Payment Request form: |

|Cost of staff hours to prepare and present trainings and for time spent in recruitment and technical assistance with Providers; |

|Cost of supplies (materials, mailings, copying, etc.); |

|Other costs (room rental, etc.); |

|Payments made to trainers or other training organizations; and |

|Administrative costs (maximum of 15% of total allocation). |

|CCR&R may also bill for the following costs: |

|If a Provider does not cancel with sufficient notice; |

|If a training has been scheduled but must be cancelled due to lack of interest; and |

|If training is held but no one shows up. |

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|Note: Reimbursement request from CCR&R’s for the Child CPR/First Aid classes provided to Licensed Exempt home based providers must be a the same rate as billed to |

|the general public for the same class. |

|Food Handlers is part of the enhanced rate class series. Providers who take enhanced rate classes must be approved and listed with DHS and be caring for a DHS |

|subsidy family at the time of registration. |

|Providers who take the Food Handlers test online will mail a copy of the online Food Handlers Certificate to the local CCR&R; the CCR&R will inform central |

|coordination of CCR&R office by email that Provider has passed Food Handler test and will include Food Handler card # and date issued with other identifying |

|information. |

|When registering for Enhanced Rate Training, Providers will be asked if they have a Food Handlers certificate and if not, Providers will be sent a study guide and |

|exam. Completed food handlers exam will be graded at the Enhanced Rate Training, if possible, or mailed results within 7 business days. |

|Providers approved and listed with DHS who use a Food Handlers packet will mail in the completed Food Handlers test, answer sheet, and self-addressed stamped envelope|

|to the local CCR&R. The Food Handlers test will be graded by CCR&Rs. |

|When the Provider has passed the Food Handlers test, the CCR&R will mail the Food Handlers card to the child care Provider and at the same time, immediately inform |

|the Central Coordination of CCR&R office by email that the Provider has passed Food Handlers test. Include the date the card was issued as well as the card number in |

|the email. |

|Tracking and recording trainings - Central Coordination of CCR&R will track the trainings the Provider has completed (i.e. completion of RRCAN, First Aid & CPR, and |

|Food Handler’s). |

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|Central Coordination of CCR&R notifies the Center for Career Development via email weekly upon Provider completion of Enhanced Rate Training, including Food Handler’s|

|training. |

| DHS will recognize enhanced rate and designate the enhanced rate code (QFM) on the first billing form following notification from the Center for Career Development |

|that the Provider has completed all requirements. The Center sends this notification to DHS weekly. |

|Providers do not need to mail in certificates or enhanced rate application for CCR&R sponsored trainings. Class rosters and stipend form information will be used to |

|document all requirements for the enhanced rate, except for Food Handler’s. |

|If a Provider has previously taken one or more of the Enhanced Rate Trainings (outside of the stipend program without the knowledge of the CCR&R) the Provider will |

|have to provide a certificate to the central coordination of CCR&R office to demonstrate completion of that training. Provider may mail a copy of certificate to the |

|Central Coordination of CCR&R, Teaching Research Institute, WOU 345 N. Monmouth Ave, Monmouth OR 97361, or may take the certificate to local CCR&R office for faxing |

|to central coordination of CCR&R (503.838.8014). |

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DPPL (Direct Pay Provider List)

Type DPPL and press enter

Enter search criteria with a % as a wildcard if needed

Mark with any character to search by:

• Provider number (example – ”ROC” and receive a list of all provider numbers starting with “ROC”)

• Provider or business name (example - smith, john {last name comma space first name})

• Phone number (example – enter seven digits without the area code)

• SSN

• Federal tax ID

• City

• Address (example – enter up to 6 numbers or letters with the 7th as a % wildcard)

• OCC# (RF, CF or CC license number)

• RS#

• Email

DPPM (Direct Pay Provider Master)

From DPPL, select the Provider (any character except a space) and press {F17}

Accesses the Provider master record, which includes listing status.

DPCS (Direct Pay Claim Summary)

DPCS, case# {enter} (CM or FS case number)

Displays a list of all claims paid, suspended or denied for this client.

DPCM (Direct Pay Claim Master)

DPCM, Provider#, case# {enter} (DPCM, voucher# also works)

Access to an individual Provider’s claim file or a specific billing form.

DPCR (Direct Pay Claim Results)

DPCR, claim# {enter}

Information on a specific claim.

DPPS (Direct Pay Provider Summary)

DPPS, Provider# {enter}

A chronological list of payments made to this Provider.

WCSL (Child Care situation)

WCSL, Provider# {ENTER}

Situation list. Information on clients with whom the Provider has a situation.

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This is not part of the SEIU collective bargaining agreement

This pre-service training is not part of the SEIU collective bargaining agreement ingcollColloragiAgreement

Questions on the License exempt Training Program may be directed to any of the following individuals:

➢ Alma Amador, DHS, 503.945.6087, Alma.D.Amador@state.or.us

➢ Regina Siefert, DHS, Regina.M.Siefert@state.or.us

➢ Sarah Lanius , SEIU, 541.385-8471 Ext 311, laniuss@

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