THE HOW & WHAT
Interpreting regulations & putting them into practice can be challenging. Below are strategies to ensure this component is met:
Essentials for Earning Center-Based Contracts
Download Resource Guide (May update to include agency specific strategies/forms)
Watch Training Videos (if applicable)
Complete Knowledge Check:
Individual for eLearning
Group for in-person learning (Group Facilitator must sign-up for a free Kahoot.com account)
Attendance & Absence Policy
Adopt reasonable policies delineating circumstances that would constitute an excused absence for “family emergency” and “in the best interest of the child.”
Family data file must contain a copy of the Court Order for excused absences based on time spent with a parent or other relative as required by a court of law.
Agencies must also adopt a policy governing unexcused absences which may include reasonable limitations, if any.
Contractors shall inform parents of these policies.
Certified Enrollment & Attendance
Certified days & hours of enrollment are established at the time of initial certification & recertification.
Once a family establishes eligibility & need, their days & hours of approved attendance will remain the same until their recertification date for full-day programs & until the end of the school year for part-day programs.
Beyond reporting income that exceeds 85% of the SMI, there is no requirement to report other changes to eligibility or need. A family may at any time voluntarily request a change to their service level.
Strategies to Promote Attendance
Programs can "set the stage" by talking about the importance at the time of enrollment & throughout the program year. Staff can work directly with families to identify barriers & develop strategies to improve attendance.
Parent/Authorized adult must sign using their full legal signature.
Parent/Authorized adult must enter the actual time of arrival & departure on a sign-in/sign-out sheet.
Absences must include the child's name, date, reason for absence & full legal signature of parent or staff.
Track Best Interest days (maximum of 10 per fiscal year)
Track Unexcused absences (if applicable to agency policy)
Managing Enrollment & Projections
Develop an enrollment plan
Actively enroll children based on the enrollment plan
Child attends care & daily attendance is documented
Enrollment & attendance activity is reported
Enrollment plan & projections are monitored on an ongoing basis & adjusted to ensure the contracts are being met
Earning & Reporting
Reports are due by the 20th of the month following the end of the reporting period
Monthly reporting is required for contractors on conditional or provisional status, CalWORKs & Seasonal Migrant programs
Quarterly reporting is required for all other contractors for the periods ending September 30, December 31, March 31, and June 30
THE BOTTOM LINE
This program monitoring tool may be used to document self-monitoring & the required annual program self-evaluation
Education Code: 8208(e), 8221.5, 8246(h)
Title 5: 18065, 18066, 18068Education Code: 8208(e), 8221.5, 8246(h)
Attendance & Fiscal Reporting Handbook (Greenbook)