Division of Child Care STARS Interim Report

1. Division of Child Care STARS Interim Report

2. What is an interim report? • Programs participating in the STARS for KIDS NOW program must demonstrate continued compliance with the program standards by completing the STARS Interim Report. • The STARS Interim Report must be submitted annually by the STARS anniversary date during non-rating years. Cabinet for Health and Family Services

3. What is an interim report? The STARS Interim Report is completed by all STARS-rated facilities who hold a STARS level 2 -4. Cabinet for Health and Family Services

4. What is an anniversary date? • A program’s “STARS Anniversary Date” is the date one year forward from the date the current STARS rating was initially approved. This date is the STARS expiration month and day located on the STARS certificate. Cabinet for Health and Family Services

5. When is the interim report due? Section 10. Interim Report. (1) Except during a renewal year, a STARS Level 2, 3 or 4 center shall complete and submit to the cabinet or its designee prior to the anniversary date a:       (a) DCC-413, STARS for KIDS NOW Interim Report Standards Documentation; and a,       (b) DCC-414, STARS for KIDS NOW Interim Report Staff Training Documentation for each staff person, including the director. 922 KAR 2:170 ( Type I Licensed Programs) 922 KAR 2:210 (Type II & Certified Family Child Care Homes) Cabinet for Health and Family Services

6. When is the interim report due? • Reports should be submitted to the Division of Child Care 30 days prior to the anniversary date. • Examples: • A two-STARS certificate approved on July 30, 2010 and expires on July 30, 2012; must submit an interim report before July 30, 2011 • A four-STARS certificate approved on July 30, 2010 and expires on July 30, 2014; must submit an interim report before July 30, 2011; July 30, 2012; and July 30, 2013 Cabinet for Health and Family Services

7. When will I receive the interim report? The STARS Interim Report packet will be sent to the STARS rated program from the Division of Child Care (DCC) at least four (4) months prior to a facility’s anniversary month. The interim report forms are also available on our website. http://chfs.ky.gov/dcbs/dcc/stars/starsproviderinfo.htm Cabinet for Health and Family Services

8. What information will I need for the DCC-413? The center’s demographic information This section will ask when you completed an Improvement Plan for each environmental rating scale. This section asks for the date of your family involvement plan and you will list the activities. Cabinet for Health and Family Services

9. Additional Information Required The DCC-413 Family feedback procedure date Identify changes in benefits offered to staff. Date of expiration of National Accreditation. Type I Level 4 Enhanced: Health Insurance information Date of last visit by licensing surveyor Be sure to sign and date. List date and amount of any CMP’s Cabinet for Health and Family Services

10. What information will I need for the DCC-414? Complete on each staff member in facility Center demographic information This information will be specific to each staff member. List annual training clock hours only for the Director or person in charge. List degrees and certificates on all staff for a level 3 & 4. *Note: License Type II providers must list annual training clock hours for all staff. Cabinet for Health and Family Services

11. Additional Information The DCC-414 Total all training hours for Director, or Person in Charge or License Type II program. Training hours must be for previous 12 months from hire date to hire date Owner/Director will verify the information listed is correct. Be sure to sign and date. Cabinet for Health and Family Services

12. Common Mistakes on the DCC-413 Missing or Incomplete Information • Be sure to fill in ALL applicable information within ALL sections. Environment Rating Scale (ERS) Improvement Plan date missing or plan(s) was not written within the past 12 months • ERS Improvement Plan is an annual plan Supporting Documentation not attached • Be sure to attach accreditation certificate and/or health insurance documentation (if applicable) Cabinet for Health and Family Services

13. Common Mistakes on the DCC-414 STARS Level 3 or 4, fifty percent (50%) of teaching staff does not have entry level credential or higher • Be sure to fill in ALL applicable information within ALL sections. Include current copies of credentials, certificates and degrees STARS Level 3 or 4, fifty percent (50%) of staff working with children does not have current CPR/First Aid Training • Be sure to complete a DCC-414 for all staff . Director does not meet training requirement for current STARS level • Check to make sure that Director meets requirements for current STARS level. Cabinet for Health and Family Services

14. What do I attach? • DCC-413 • Attach a copy of accreditation certificate (if applicable) • Attach a copy of health insurance policy (if applicable) • DCC-414 • Attach copy of current credential of staff member • Attach copy of transcript showing field of study for any degree • Attach copy of transcript showing course completion for college courses only Cabinet for Health and Family Services

15. We DO NOT need… • Copies of training certificates showing clock hours • Copies of FA/CPR certification • Copy of ERS Improvement Plan or Family Involvement Plan • Copy of Staff Development Plan, Training Plan or Staff Evaluation • Copy of STARS Overview sign-in sheet Be sure to keep ALL of these on file and current. These items will be reviewed during your next Standards Review Visit. Cabinet for Health and Family Services

16. Frequently Asked Questions What time period am I using to list my Family Involvement Activities on the DCC-413? - You will need to list those activities that take place during the calendar year of your anniversary. Do I need to list training I am taking during this current year? - No. You do not need to include training you will be taking for this year. Please list hire date to hire date training for a full twelve (12) months. Cabinet for Health and Family Services

17. Frequently Asked Questions Who needs to write my Annual Improvement Plan? - STARS regulation states the improvement plan is to be written by the director with assistance from the cabinet or its designee( your SQC), if requested. Do I need to send in training certificates? - No. Do not send training certificates showing clock hours of training. Can I use a print out from ECE-TRIS to verify my training?- Yes. Please be sure that the training listed on the ECE-TRIS print out falls within your training calculation timeframe. Cabinet for Health and Family Services

18. Frequently Asked Questions At Level 3 and 4, my CDA or accreditation has expired, I know I will not be able to renew my current level should I submit the interim report or wait for my re-rating? - All Level 2-4 programs will be required to submit an Interim Report. Failure to submit the report will result in a re-evaluation of the program. Determination of outcome will be based upon review findings. Cabinet for Health and Family Services

19. What can happen if I do not return the STARS Interim Report? 922 KAR 2:170 ( Type I Licensed Programs) 922 KAR 2:210 (Type II & Certified Family Child Care Homes) Section 12. Conditions Requiring Re-evaluation. (1) Reevaluation of a center’s quality rating certificate and associated level shall be conducted if the:             (d) Center fails to return the DCC-413 or DCC-414. Cabinet for Health and Family Services

20. Re-evaluation Failure to return the Interim Report will result in a re-evaluation of the program. or Any STARS program changing locations will result in a re-evaluation of the program. The re-evaluation may consist of a new onsite review of the current STARS standards, a new environment rating visit, or a desk audit. The program will be informed that they are being re-evaluated and the date of the actual review is unannounced. Cabinet for Health and Family Services

21. Is assistance available if I need it? • You may contact your STARS Quality Coordinator (SQC) for assistance. • You may also contact the Division of Child Care for assistance. YES! Cabinet for Health and Family Services

22. We are here to answer your questions! Contact a STARS Quality Coordinator at: http://www.kentuckypartnership.org/QEI/qc.asp or at (800) 956-8950. Contact the Division of Child Care at: (800) 421-1903 or by e-mail at: STARS@ky.gov Cabinet for Health and Family Services