PARENT ORIENTATION

Inter-Tribal Council of Nevada, Inc.

Please read and review the following slideshow carefully.

At the end of the slideshow, you will be asked to visit a link and complete a survey to acknowledge that you have read and understand all requirements and responsibilities as a parent on the CCDF program. Your child care subsidies will not begin until the slideshow has been viewed, you have completed the survey, and the results have been received by your CCDF Case Manager.

If you have any questions, please contact us.

Welcome to the ITCN CCDF program!

CCDF PurposeTO INCREASE THE AVAILABILITY,

AFFORDABILITY, AND QUALITY OF CHILD CARE SERVICES.

Itcn ccdfThe Inter-Tribal Council of Nevada, Inc., Child Care Development Fund Program, is a child care subsidy program for Native American families with children 12 years of age or younger.

To be eligible, parents must be employed, enrolled in educational courses, and/or participating in job training.

Assistance is based on the family’s net income and family size.

• CCDF was created by the Budget and Reconciliation Act of 1990;

• Amended by the Personal Responsibility & Work Reconciliation Act of 1996.

• CCDF funding began in FY1997• Authorized through FY 2002• Child Care has been re-authorized in

FY2006 (funding level remained at FY2003)• Re-authorization for FY2011

PARENTAL CHOICE

ITCN CCDF allows parents to choose the type of child care provider that is

best for their family. Parents can choose from a licensed child care center, group home, family home,

and/or in-home child care providers.

*Home providers must be a grandparent of the eligible child.

Child Care Services

• Tribally Operated Centers• Certificate Program• Other Programs

Child Care ServicesTribally Operated Centers

Battle Mountain Band Council – After School ProgramCarson Colony – Afterschool Program, CertificateDresslerville Community Council – After School Program, CertificateDuckwater Shoshone Tribe – After School Program, Child Care CenterElko Band Council – After School Program, Child Care Center, CertificateFt. McDermitt Pai-Sho Tribes – Certificate Confederated Tribes of Goshute – Child Care CenterLovelock Paiute Tribes – Child Care CenterMoapa Business Council – Child Care Center

Child Care ServicesTribally Operated Centers

Stewart Community Council – After School Program, CertificateWalker River Paiute Tribe – Child Care CenterWells Band Council – Certificate Winnemucca Colony Council – Certificate Yerington Paiute Tribe – After School Program, CertificateYomba Tribal Council – CertificateSouth Fork Band Council – CertficateSummit Lake Paiute Tribe – Certificate

Child Care ServicesCertificate Program

The Certificate Program is an agreement of services between providers, parents and CCDF. It is offered to parents living in the Reno, Sparks, Carson City and Las Vegas urban areas. Certificates may also be offered in other tribal areas, if funding permits.

Child Care ServicesOther Programs

Other Programs offered by ITCN CCDF:

• Before and After School Care• Early Childhood Development• Wrap-Around Head Start, • and other Out of School Activities

(Educational programs, tutoring, summer activities, etc.)

eligibilityTo be eligible for the CCDF Program, the child must be:

• 12 years of age or younger• Of Native American descent• Reside with a family whose income does not exceed

85% of the state medium income level for the family of the same size (fall within the ITCN CCDF Sliding Fee Scale)

• Or, receives or needs to receive protective services and/or foster care

The Parent must be:

• Employed,• Enrolled in Educational Courses, or• Job Training

Sliding Fee Scale

Enrollment FormsApplication for Assistance

Application for Assistance

A new Application for Assistance must be submitted every four months, or sooner, depending on your class, job training, or employment schedule.

Please read the application carefully and thoroughly. It is your responsibility to fill out the form neatly and without error. By signing the back of the application you are entering into an agreement with the Inter-Tribal Council of Nevada, Inc., and testifying that all information submitted is correct and true to the best of your knowledge.

If at any time, any of the information entered on the application changes, it is your responsibility to notify ITCN CCDF immediately, and submit a new application, with any changes.

Additional RequirementsThe following items are required to

determine eligibility: 

Parent’s Identification Valid Nevada’s Driver’s License/I.D. Card  

Parent’s Income 4 paycheck stubs or letter from employer verifying employment 

Other Documents An official class schedule or official letter of enrollment, with proof of fees paid, is needed if attending educational or job training courses.  

Children’s Birth Certificate Birth Confirmation will only be accepted up to 4 months  

Child’s Immunization RecordsImmunizations must be current 

Home Provider’s Identification Valid Nevada’ Driver’s License/I.D. Card and Social Security Card  

Proof of Native American Descent Tribal Enrollment Card or BIA Certificate

Additional RequirementsThe following are required to complete the

application process: 

CCDF Application for AssistanceChild Care Provider W-9 Form Licensed Child Care Center Business License

Home Providers:Two Finger Printing CardsCriminal Background Check Release Form Child Care Emergency Contact Information Form Provider Health and Safety Self-Certification Form

All forms and documents must be complete and include authorized signatures in order to be reviewed for eligibility and receive child care assistance.

Correspondence If Approved, Parent & Provider will

receive by mail:Acceptance letter

• Eligible Children• Eligibility information

– Monthly net income– Family size– Education – Job training program– Work search program– Start & End Date

• Monthly maximum for child care

Subsidy Certificate Contract of Services

Please read & review that all information is correct

ReimbursementsChild Care assistance will not begin until all required documents have been signed and received by a CCDF Case Manager.

The contract must be reviewed and signed by all parties before any reimbursements will be made.

Please check for accuracy and notify CCDF immediately of any changes.

CCDF CONTRACT

ITCN CCDF Contracts must be signed by parents, providers, and by a CCDF Case Manager. The contract is an agreement of services, detailing:

• Child Care subsidy start date• Child Care subsidy end date• Re-determination date• Provider rate• CCDF child care subsidy• Overage – parent’s responsibility

(the amount exceeding the ITCN CCDF child care maximum provider daily rates)

CCDF CONTRACT

CCDF CONTRACT…continued

• Family monthly co-payment• It is the parent’s responsibility, to pay any

and all outstanding fees, if CCDF does not reimburse for any reason

• Clarification of care (CCDF does not reimburse for holidays, unless parent works on holidays, sick days, and days children are not in care).

• All parties involved are required to sign the contract before any reimbursements can be made

Types of Child Care Providers

Center Based Child Care ProviderGroup Home Child Care Provider Family Home Child Care Provider

If provider lives off the reservation, relatives onlyIn-Home Child Care Provider

Three or more eligible children or the provider is being paid at least minimum wage by the parent for careUp to eight hours of child care service only, unless special circumstancesProvider must be 21 years old & be a biological grandparent of the childThe provider can not live in the same home of the child, unless it is the biological grandparent.

MAXIMUM PROVIDER RATES

Sign-In Out Sheet

Sign-In/Out SheetsIn order for the child care provider to receive

REIMBURSEMENT for services, a CHILD CARE Sign-In/Out Sheet must be submitted.

• The first Sign-In/Out Sheet will not be processed until the signature page from the Parent Handbook and ITCN CCDF contract has been received.

• If letter of employment was submitted to determine eligibility, Sign-In/Out Sheet will not be processed until a copy of the first paycheck stub or class schedule has been submitted showing a zero balance.

• One Sign-In/Out Sheet per child must be submitted for families with two or more children.

• Parent must initial next to each day.

Sign-In/Out Sheet• Sign-In/Out Sheets are due weekly; every Tuesday by noon

for the previous week or as specified on the CCDF Calendar. (refer to the CCDF calendar)

• One month on the Sign-In/Out Sheet at a time.ACTUAL PICK-UP AND DROP-OFF TIMES MUST BE

ENTERED EACH DAY• Sign-In/Out Sheets submitted with the same time for pick-

up and drop-off everyday will be returned, so will Sign-In/Out Sheets with pick-up and drop-off times, such as; 7:30 a.m. to 5:00 p.m., 6:00 a.m. to 4:30 p.m., or any variation of specific times, unless of course you have the ability to pick up and drop off your child at the same time everyday on the dot!

• Must have signatures from the parent and provider.• Must be written in blue or black ink, and LEGIBLE!

Sign-In/Out Sheet• Please make blank copies from a clean copy. If your

Sign-In/Out Sheets are not legible, tilted, lines through it, copy splotches, or just a bad copy THEY WILL BE RETURNED! Please call the CCDF office if you need new Sign-In/Out Sheets.

• Visit itcnccdf.org to download and print extra. Please only print double sided. Two-page Sign-In/Out Sheets will not be accepted.

• Sign-in/Out Sheets submitted after 45 business days will not be processed.

• If Sign-in/Out Sheets are not accepted, no reimbursements will be made and the parent and provider will have to make arrangements to settle any debts.

Sign-In/Out Sheet• “Is the Family’s Co-payment Current?” box

must be checked YES or NO. If not, it will be returned and the Sign-In/Out Sheet will not be processed.

• If the “Family’s Co-payment Current?” box is checked NO, an agreement must be reached between the parent and the provider, before any more reimbursements will be made.

• All parents employed through a temporary agency must submit current paycheck stubs to match each month's Sign-In/Out Sheet submitted. Working hours will be compared to hours your child was in care.

Reimbursement Process

The CCDF Program is a child care subsidy program, NOT a payroll program

for the providers.

Arrangements must be made between the parent and child care provider for monthly payments.

– The CCDF program will reimburse the provider for services after Sign-In/Out Sheets are submitted for eligible children.

– Sign-In/Out Sheets will be processed within the same month that they were submitted. Always call to make sure there is a check available for your provider. Although, Sign-In/Out Sheets were submitted on time, a check may not be available due to unseen circumstances.

Reimbursement Process

The CCDF Program reimburses for: Direct child care services only!

Non-direct hours and/or days must be covered by the parent. Although you have a contract with your child

care provider, CCDF will only reimburse for the hours and dayssubmitted on the Sign-In/Out Sheet.

Reimbursement Process

Checks are no longer available for pick-up at the

ITCN CCDF Central Office!

You may call Friday morning to see if a check is available for your provider, however, ALL checks will be mailed.

Changing Providers If you become dissatisfied with your child care provider, at any

time, you have the right to change providers.

To do so, you must:

• Notify CCDF of the change and to request new provider forms.

• Contact your current provider and give a verbal and written notice.

• Request from your provider, a letter, stating that all obligations have been fulfilled, and you have no outstanding balances.

• Submit new provider information.

Changing Providers• The new provider will not be reimbursed until a

new eligibility letter, certificate and contract of services has been signed and received by your Case Manager.

• You will not receive the above items until a letter has been received from your current provider, showing a “zero balance”.

• Any costs, fees, or other related expenses accrued prior to receiving the above items, is the sole responsibility of the parent.

• CCDF assumes no responsibility for payment until all documents, contracts and requested information has been signed and received.

Summary of Services

• The amount of direct hours the child(ren) were in care,

• The amount CCDF paid to the provider for that time period, and

• The co-pay of the direct hours submitted during that time period.

A summary of services maybe requested, at any time, and will include:

Re-determination Process• Every four months, a re-determination of services will be made.

After the second month, a letter from your CCDF Case Manager, will be sent to remind you to submit new paycheck stubs, class schedule, or job training information so your eligibility can be re-determined. During your certificate period, changes may have occurred. You may have had an increase or decrease in wages, your class schedule may have changed, or you may no longer be attending classes or job training. You will need to notify your Case Manager immediately, as those changes may affect your eligibility.

• In order to comply with federal regulations, a re-determination of services must be done.

• For those employed by a temporary agency, a copy of the hours worked or a paystub must be submitted with each Sign-In/Out Sheet.

YOU HAVE UNTIL THE END OF THE 3RD MONTH TO RE-SUBMIT NEW INFORMATION NEEDED TO BE RE-DETERMINED

Re-determination Process

If the information is not received by the end of the 3rd month, your child care subsidy will be terminated. The "Fourth Month":

• A letter will be sent - notifying you that your certificate will end,

• The Case Manager will confirm will contact your employer, educational institution, or job training program to determine status, and

• The provider will be notified of your status and termination date.

If you re-apply after the re-determination date, a new application must be submitted. Once we have received the new application, you may be re-approved for services, or you may be placed on the waiting list. You must also show proof of “zero balance” with your current provider.

FAXED PAPERWORKOnly the following documents, may be faxed:

• Paycheck stubs for re-determination• Class schedule for re-determination• Change in address or phone number

Documents that cannot be faxed:Everything not listed above!

Please submit all original documents

Health & Safety• Home Providers must meet the CCDF

Health & Safety Standards.• Prior to being monitored, providers must

show through Self-Certification that their home is safe.

• Monitoring will begin one month after receiving parents approval letter.

• Finger printing and background checks will be conducted on all relative providers every two years.

Health & SafetyIf there are any findings:

A) Providers have 30 days to assess the findings and to make any necessary changes or repairs.B) After 30 days, the provider will only receive 50% of the informal care rate for services.C) If the provider is non-compliant after 60 days, the provider will be TERMINATED from the program.

Early Childhood Education

The CCDF Program has early childhood educational materials available for

checkout, by request.Providers may request educational books, learning materials, puzzles, games, and

equipment. Please notify your Case Manager if you

would like any of the above items.

Early Childhood Education

The CCDF Program conducts Child Care Provider training each year, and providers and parents are

welcomed to attend. Training includes:

• First Aid/CPR• Food Handlers Training• Early Childhood Education Courses

The CCDF Program will pay for any provider who wishes to attend. Parents are also welcome, however, CCDF will only cover registration costs. Any lodging,

or additional charges will be the parents.

Please ask your Case Manger for more info.

Early Childhood Education

The Nevada Chapter of NAEYC, also conducts Child Care Provider training. If the training is in Las Vegas,

the CCDF Program will cover any expenses necessary for providers who wish to attend, and who

previously attended the training the child care provider training, during the ITCN Convention.

Providers are encouraged to attend all early childhood education courses given by local colleges, community service agencies (Children’s Cabinet), or the Nevada Registry Website (nevadaregistry.com).

Child Care FraudThe CCDF Program will not tolerate any cases of Child Care Fraud, and any parent or provider suspected of fraud, will be immediately terminated from the program.

The parent or provider who is suspected of fraud will be immediately contacted, and an investigation will occur.

If found to be committing fraud, any parent or provider will be prosecuted to the fullest extent of the law. Fraud cases will be reported to the Department of Health & Human Services, Administration for Children and Families and any other office deemed necessary.

Child Care FraudYou are committing Child Care Fraud, if:• Both parents are in the household, and you are claiming to be a

single parent, and not submitting income for other parent.• You use a fake or altered name or address.• You use the address of a family member or someone else.• You alter or change any paycheck stubs, license/IDs, birth

certificates, tribal enrollment information, and/or any other documents needed to determine eligibility.

• You submit Sign-In/Out Sheets with days or times your child was not in care, or falsify the actual days and times in care.

• You currently receive child care assistance from another program. That is considered “Double Dipping” and not allowed.

• Any other unlawful act that would affect your eligibility on the CCDF Program.

Non-ComplianceFailure to comply with the rules and regulations of the CCDF Program, may result in:• Immediate disruption of payment to your child care provider.• Your child care subsidy, and your case being placed on hold.• Immediate termination from the CCDF Program.

If for any reason, you have been placed on hold or terminated from the CCDF Program, you may not resume assistance or be able to re-apply for assistance through the CCDF Program for up to 30, 60, or 90 days, or for an indefinite time period. Re-application process and time frame for re-application for assistance will be based on the sole discretion of your Case Manager. You may also be placed on the waiting list, and you have to re-apply for services when there is availability.

Non-ComplianceThe CCDF Program is a non-profit organization, providing assistance to many families in the 27 tribal communities throughout the state of Nevada. We are very busy, and will not tolerate any inappropriate attitudes, threats, or unusual behavior, and will result in immediate termination.We appreciate your participation in the CCDF Program and we are available to answer any questions or assist you with anything you and your family my need. If we don’t have the answers, we will refer you to someone who does.

Please don’t hesitate to ask!

Non-ComplianceThe ITCN CCDF Program is a child care subsidy program that is designed to assist low-income Native American families with their child care

needs.

To ensure the program operates smoothly, and does not become a barrier, please adhere to all rules, regulations, and requirements needed,

so you can remain eligible for the CCDF Program.

PARENT’s RESPONSIBILITY

As a CCDF Parent, you are responsible for submission of all required documentation:• Application for Assistance• Sign-In/Out Sheets• Re-determination documents (Paystubs, Class

Schedule, Job Training Info, Etc.)• Read, Sign & Submit the Parent Handbook

You must also:• Notify your Case Manager of any changes in eligibility,

that may affect your case. • Remain current with your co-payment• Review Parent Orientation and Complete Survey, yearly.

PARENT’s RESPONSIBILITY

By reading and signing the Parent Handbook, and by reviewing the online Parent Orientation, and completing the Survey, you are acknowledging that you understand all the rules, regulations and responsibilities you have as a participant on the CCDF Program. If anything is unclear, or if you have any questions regarding any aspects of the program, your responsibilities, the rules and regulations, or any other information, please contact us, as soon as possible. We are available for assistance.

Parent SurveyIf you have completed the Parent Orientation and

are ready to take the Parent Survey, acknowledging you have read and understand all

requirements, rules, regulations and responsibilities of the CCDF Program, please visit our website at:

itcnccdf.org.

Go to Our Program , scroll down to Parent Orientation, and click the link for Parent Survey.

After you complete the survey, please wait for the confirmation and print for your records.

Contact us!PLEASE VISIT OUR WEBSITE:

ITCNCCDF.ORG

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