CCPC

A licensed child care provider through KDHE, you must first apply and be approved for a license from KDHE before DCF will consider your application to enroll as a provider.

• A facility with a Temporary Permit is not considered licensed.

ALL DCF Child Care Providers, must be U.S. citizens or legally residing in the U.S. with a valid Social Security number. DCF completes extensive background checks on the provider, household members, age 10 or older, and volunteers (if applicable). These background checks may include a Child Abuse-Neglect Registry check, a check of the Adult Abuse, Neglect, Exploitation Registry, a check of the Kansas Adult Supervised Population Electronic Repository (KASPER) and other available registries. Each person must pass a background check before the agreement is approved. A provider is not eligible to be approved if the names of any of the persons living, working or volunteering in his/her facility appear on the Child Abuse-Neglect Registry, the Adult Abuse, Neglect, Exploitation Registry, KASPER, or has a felony conviction.

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Provider Responsibilities:

• Providers must keep enrollment records for a period of three years, even if the DCF agreement has ended. This includes the Parent/Provider Contract. This is for auditing/review purposes.

• Collect new updated family/provider contracts, signed by currently enrolled families, each time a change occurs such as a rate change, hours of operation, ownership change, address change, name change or a new enrollment after a gap in care.

• Record daily attendance with actual sign in and out times (indicating am/pm and not estimating or rounding up/down the time.) Records should be maintained for a period of three years, even if the DCF agreement has ended, for auditing/review purposes.

• Receive Child Care subsidy benefits (Electronic Benefits Transfer benefits) from families only for children attending the facility, not to hold or reserve a spot for a child who is not currently enrolled or attending.

• Accept payment only for children residing outside their home. If you are a foster parent, please contact your local DCF office for guidelines on being a foster parent who is also a child care provider.

• Maintain accurate payment records/receipts for a period of three years, even if the DCF agreement has ended, for auditing/review purposes.

• Discuss payment policies with families and provide receipts for ALL payments.

• Notify DCF provider enrollment staff when a child no longer attends, transfers, or is no longer enrolled.

• Notify DCF provider enrollment staff when a change in operation occurs. (e.g. name change, address, telephone numbers, ownership, household members/staff, hourly rates changed to the private sector, or specialized services available for a child with disabilities).

• Notify DCF provider enrollment staff if you suspect child care subsidy funds are being misused. • Respond to all requests for information by DCF.

• Provide copies of documents requested by auditors/reviewers. A financial audit/review of records may occur at any time.

• Return completed forms in person, by mail or electronically. DCF will return a signed copy of the agreement to providers for their records. DCF has the right to use the Social Security number you provide on your enrollment for computer matches with other organizations, such as the IRS and the Social Security Administration.

• Comply with all applicable city, county, State and federal laws, statutes and regulations, such as, but not limited to, provisions of the Americans with Disabilities (ADA) Act  

• Obtain and maintain current information on each child, as required by Kansas Department of Health and Environment (KDHE) Child Care Licensing. Examples may include a health assessment, consent for medical care, documentation of immunization dates, etc.

• Have a policy in place that allows homeless families and families fostering children up to a 60-day grace period. This gives families time to obtain the required documentation for enrollment into a child care setting. Families will not be turned away from enrolling because such documentation is not readily available due to their current situation. Licensed child care providers will not be found in noncompliance during the 60-day grace period.

• Complete and submit Adult Abuse, Neglect, Exploitation Central Registry Release of Information for the child care provider, household members (18 and older) and all staff (including new staff and new household members over 18).

• Comply with applicable discipline policies, as referenced by Kansas Department of Health and Environment (KDHE) and DCF. Punishment, which is humiliating, frightening or physically harmful to the child shall be prohibited (K.A.R. 28-4-132), even if the family provides written or verbal permission.

• Maintain minimum health and safety requirements for the children in care. They must provide a safe and clean environment for children and staff.

• Child care providers are mandated reporters. Contact DCF Child Protective Services at 1-800-922-5330 or the local police department if a child is suspected of being neglected, physically, sexually or mentally abused.

• Treat DCF families the same as private pay families.

• Protect the confidentiality of children and families’ information.

• Provide families of children in care their tax identification number or Social Security number for their child care income tax credit.

• Allow families to access their children at any time while in care.

• Keep families informed of their business practices, policies and procedure by providing them updated parent/provider contracts to sign when there are changes.

• Notify families in advance of planned absences

• Prohibit smoking in the home/facility during hours children are in care.

• Offer nutritious meals and snacks as defined by regulation