Voluntarily Registered Family Child Care Homes

1. Voluntarily Registered Family Child Care Homes A presentation by ReadyKids Child Care Quality Program

2. What is a VR Family Child Care Home? • A VR Family Child Care Home serves four or fewer children, exclusive of the provider’s own children and any children who reside in the home, at any one time. • VR was created in 1991 to give small family child care homes access to a less demanding form of regulation than the requirements of licensing, with a focus on reducing health and safety risks to children.

3. What are the benefits to becoming Voluntarily Registered? • VR providers: • qualify for the USDA food subsidy program to receive reimbursement for applicable meals served to children • are included in a database that generates individualized referral lists for parents seeking child care • are eligible to serve families receiving assistance through the DSS Child Care Subsidy Program • reassure parents that applicable background checks have been completed and that the home has been inspected to ensure it meets basic health and safety requirements

4. Benefits (continued) • VR homes can have a mixed enrollment of private-pay children and children who receive subsidies • VR homes are eligible for various trainings, technical assistance and other community resources • VR providers are informed by VDSS about changes in child care regulations or health advisories that affect them

5. What are the basic requirements? • The approved provider (and substitute) must be at least 18 years old. • An assistant must be at least 14 years old. • The provider, substitute and any assistants must be able to read, write, understand, and carry out the VR Regulations: http://bit.ly/2x8A5f0 • The provider, substitute and assistant(s) must be physically and mentally able to ensure children’s safety is not jeopardized.

6. What are the responsibilities of VR Child Care Providers? • You are responsible for the care, protection, supervision, and guidance of children in your care. • You are a Mandated Reporter for child abuse. You must immediately report to your local DSS or the Child Abuse Hotline (1-800-552-7096) if you have reason to suspect a child has been or is being subject to abuse or neglect by any person. • You must supervise children at all times. • You must be aware of allergies, medical conditions, and disabilities of all children in care. • You must be aware of persons authorized to visit or call for children, and those not authorized.

7. How do I Start? • Complete this powerpoint presentation • Download and print all necessary forms from the VDSS website: http://bit.ly/2zASuTpalong with an instruction guide

8. What is in the application packet? • An overview of the VR program • The application (must be notarized) • Forms for 2 types of background checks: • Criminal History Record Request (must be notarized) • Child Abuse Registry Clearance (must be notarized) • A Sworn Disclosure Statement • A form for a TB Screening • A Health and Safety Checklist • Home Training Needs Assessment • VA Fire Marshal Letter

9. Who needs a background check? • The provider and any substitute provider need both background checks, and must sign the Sworn Disclosure. • All adult residents in the home over 18 need both background checks, and must sign the Sworn Disclosure. • A resident child age 14 or over needs only the Child Abuse Registry Clearance • An assistant, no matter the age, must sign the Sworn Disclosure. The background checks can be no more than 90 days old.

10. What is a Sworn Disclosure The Sworn Disclosure is your sworn statement of: • any past or pending criminal convictions, in or outside Virginia • whether you have been the subject of a founded Child Protective Services investigation in or outside Virginia

11. What are barrier crimes? • Barrier crimes are convictions or findings from your background checks that prevent you from being approved to be a child care provider • The definition and list of barrier crimes in posted on the VDSS Website: http://bit.ly/2xT3QF2

12. Who needs a TB Screening? • The provider and anyone residing in the home 18 years or older • Any substitutes or assistants, no matter the age • NOTE: A TB test is not required but the individual must submit documentation signed by a doctor or health professional that states the individual is free of TB in a communicable form. TB Screenings cannot be over 90 days old.

13. How much does it cost to apply for VR? • The non-refundable application fee is $50 for a 2-year certificate (must be a money order made out to ReadyKids) • The Criminal History Record Request is $15 per person mailed to the Virginia State Police • The Child Abuse Registry Release of Information Form is $10 per person (money order or BUSINESS checks only) mailed to the Virginia Department of Social Services. Additional costs may include a first aid kit, a fire extinguisher, sleeping mats or cribs, other health and safety accessories such as gates, smoke detectors and outlet covers, and insurance.

14. How long will it take? What should I do first? • We recommend that you start by completing all the Criminal History and Child Abuse Registry Clearance forms required for your household. The Provider is responsible for running background checks and providing copies to ReadyKids within the 90 day application period. Providers are responsible for maintaining ALL original background checks in their files. The background checks can take several weeks to process so doing them first will keep the process moving.

15. The forms are confusing! • It is very important that forms are filled out completely, and accurately. If you have questions, call Suzanne McDonald at ReadyKids, 434-296-4118 x 249 and she will assist you. • Incomplete or inaccurate forms will be returned and the process will take longer.

16. When is my home inspected? What happens at the home visit? • After all the background checks have cleared and all documents and payments have been submitted, ReadyKids will schedule a Health and Safety Visit with you. • Your home should be prepared at the visit as if you were ready to admit children – even if you do not have children in your care at the time of the inspection. • Review the Health and Safety Checklist carefully before the visit to make sure you meet all requirements.

17. Children’s Records • At the home visit, the inspector will also review with you the required forms you must have current and accessible for each child in care: • Enrollment form – includes proof of identity • Physical and Immunization Form • Medical Administration Form • Insurance form • Emergency Release Form

18. Other required documentation • Medication Permission • Provider Checklist • Floor Plan/Evacuation Plan • Record of Monthly Fire Drills • Field Trip Form • Injury Report Form • Insurance Form • Medication Administration Training Form • Crib Guideline Form • Pet Guideline Form

19. What training do I need? • VR does not require specific provider training. If you are serving children through the DSS subsidy program, you will need to be certified in CPR and First Aid, and complete 16 annual hours of training. • You cannot give a child any type of prescription medication without completing a Medication Administration Training. If you are interested in completing MAT, please contact Suzanne McDonald @ ReadyKids.

20. When do I get my certificate? • After your safety inspection, your application is submitted for approval. Upon approval, which generally takes 2-3 days, • If you move, change your phone number, change your name, or have new household members 14 years or older, you must report the change to ReadyKidswithin 14 days. There may be a fee if a new inspection visit is required due to a move or correction action plan follow up. • Your home may receive a monitoring visit at any time during your operating hours from the local or state agency overseeing Voluntary Registration in your area.

21. Other important tips • Make sure you are familiar with the Requirements for Providers since you are accountable for meeting all of them at all times. • For example: be familiar with and abide by child/provider ratios and point system at all times. • Have a backup plan for emergencies that may arise. • If you leave the house, carry all children’s emergency information with you. • Maintain confidentiality about child and family information.

22. Last words • ReadyKids offers trainings and support to child care providers. We have several mentoring programs and often receive donations of toys and books that we redistribute to providers. Stay in touch with us, and let us know what you need and what you want to learn about to provide high quality child care. • Contact for ReadyKids: Suzanne McDonald 434-296-4118