Tribal Child Care Administrator Resources The following are tools and resources for all Tribal child care administrators. We make extensive use of live links to content hosted on the Department of Children and Families (DCF) website. Many of the items can be downloaded and printed. We strongly encourage downloading documents each time a document is needed. While the path will remain the same, the content of the document may change over time. View the department's vision and goals View DCF general contact information Contact the Tribal Affairs Office If you need to report missing or incorrect information on any of the Tribal Child Care Administrator Resources webpages, please email DCFDECEBOPCommunication@wisconsin.gov. DCF Area Administration The DCF Area Administration works with local agencies administering DCF programs (child welfare, child care, child support, and W-2 financial assistance). The local agencies include county human services departments, child support agencies, private W-2 agencies, Tribal Nations, and other service providers. DCF Area Administration responds to all your child care certification and subsidy questions. Tribal Child Care Coordinator The Tribal child care coordinator is assigned by an administrator or director within the local Tribal agency to the child care coordination responsibilities listed below. Tribal child care coordinators are employees of the local Tribal agency. The Tribal child care coordinator serves as the point of contact for the department regarding: CSAW enhancements Program integrity Staffing changes Security privileges within CSAW as assigned Any changes or issues within the local agency related to child care Child care policy questions The Tribal child care coordinator must attend, in person or via telephone, all scheduled Child Care Program Committee (CCPC) meetings that occur quarterly. Tribal child care coordinators can also be a contact for DCF program requirements such as: Child Care Agency Annual Summary Fraud Plan Subcontracts Forms and Publications Resources and Links Forms and Publications Resources and Links A document – paper or electronic – that contains information that is critical for accessing the provider/agency services and/or benefits; letters or notices that require a response from the customer; and documents that inform customers of free language assistance, are a necessary part of doing daily tasks. All department forms require a form number, which must be displayed on the form. Forms are defined as: Paper/printed Electronic Form-fill enabled Mainframe-generated forms and form letters Client server-generated forms and form letters that merge variable information onto a fixed form template or structure Internet application screens Internet/intranet forms Templates The DCF Forms Search page contains the searchable list of forms used by programs and DCF staff. The available forms can be searched via title, number, and language, or by scrolling through the complete list. Forms are subject to change, so be sure to print only from the website so you always have the most up-to-date version. External Forms DCF IT/Security Information External Publications Court forms can be found on the Wisconsin Court System web page. Child support-related court forms can be found on the Bureau of Child Support Court Resources and Forms web page. If you cannot find the form or publication you are looking for, contact DCF Agency Operations for assistance. Document Sales Some forms and publications are preprinted and can be ordered from Document Sales. New Document Sales users need to create a login and password in order to search for products, place, and track orders. Any questions about Document Sales should be directed to Document Sales and Distribution at DOADocumentSalesInformation@wi.gov. System Access This section contains a variety of information regarding system confidentiality and how to gain access to child care systems. Please read each section carefully and follow all instructions when requesting access to systems. See the Wisconsin Shares for Agency Workers page and the DCF Security Request page for additional details. Confidential System Information The information in DCF computer-based systems is confidential, and everyone using these systems must follow confidentiality guidelines. Please read the Wisconsin Statutes regarding disclosing information about child care subsidy recipients. Wisconsin Statutes on Confidential Information See sections: 49.32(9) 49.32(10) 49.32(10m) 49.81 49.83 19.69 Access to Subsidy and Certification Programs by Role Read the instructions find the necessary forms for requesting access to DCF's IT programs in the below accordions. You'll find additional instructions on the DCF IT Security Request Process page. Tribal Child Care Administrator Cares Worker Web (CWW) Child Care Statewide Administration on the Web (CSAW) CSAW Dashboard Child Care Program Integrity Resource Library SharePoint CSAW Users SharePoint Wisconsin Child Care Regulation System (WISSCRS) Child Care Provider Portal (CCPP) Web Intelligence (WebI) Wisconsin Child Care Certification SharePoint Wisconsin Shares Child Care Subsidy Administration SharePoint (Administrators only) Tribal Child Care Subsidy Workers Cares Worker Web (CWW) Child Care Statewide Administration on the Web (CSAW) CSAW Dashboard Child Care Program Integrity Resource Library SharePoint CSAW Users SharePoint Tribal Child Care Certification Workers Wisconsin Child Care Regulation System (WISSCRS) Child Care Provider Portal (CCPP) Web Intelligence (WebI) Wisconsin Child Care Certification SharePoint CSAW Security Profiles The CSAW Security Profiles Guide explains the various security profiles/roles that different staff can have. Worker Roles Child Care Coordinator / Supervisor Roles Worker Roles DCF Staff Roles Security Profiles Authorization Maximum Weekly Hours School Closed Indicator Retro Authorization Parent Activity Schedule Appointment Module Backdating Authorization prior to the RFA Date School Closed Hours Sat/Sunday validation Adhoc Module PLBC Provider Accreditation/YS Adjustment PLBC “Apply to” Announcements Dashboard View the EBT CSAW Security Profiles. You will need your WAMS ID to log in. To End System Access If a worker leaves the agency, the local security office is responsible for informing DCF Security to end all systems access. The forms linked at the DCF Child Care Security Access page may be filled out to end system access and should be sent to the noted contacts. The forms linked at the websites below may be filled out to end system access and should be sent to the noted contacts. Wisconsin Shares SharePoint site CSAW Users SharePoint site Be sure to contact your Area Administration Child Care Coordinator with any staffing changes and termination of access requests. DCF Program Requirements Wisconsin Shares Fraud DCF Program Integrity provides oversight of Wisconsin Shares subsidies to ensure funds are being used appropriately and that the program rules are being followed by parents and child care providers. Fraud can occur when program rules are abused and/or ignored. Examples of Possible Fraud If someone: Is using their MyWIChildCare EBT card or subsidy funds inappropriately or fraudulently Is asking for a MyWIChildCare Card, account number, or pin that does not belong to them Wants to use the money on the card for things that are not related to the care of the authorized child(ren) Does not report income accurately Falsely reports employment Sells or trades MyWIChildCare EBT cards for services or goods Email to report fraud or request assistance with a case: DCFMBChildCareFraud@wisconsin.gov. Child Care Agency Annual Summary The agency Annual Summaries are used to report agency details such as how the agency administers the Child Care Certification Program, child care subsidy, fraud investigations, subcontracts with agencies, required trainings (see training section), contact information, and specific questions or comments that the agency wants to share with DCF. Per Your Tribal Child Care Scope of Services:This document is to be completed and returned to your Area Administration Child Care Coordinator by October 31. If you administer all functions, (Certification and Child Care Subsidy) please complete the Child Care Agency Annual Summary form DCF-F-425-E. If you only administer one function, (Certification OR Child Care Subsidy) complete form DCF-F-425B-E. If your agency subcontracts with another agency for any child care program, please include the following year’s draft contract for approval. After a draft subcontract has been approved by your Area Administration child care coordinator, you will need to submit the final subcontract that has been signed by all parties by January 31. Training Training Child Care subsidy and certification trainings are delivered through our partner The Partners Training Team (PTT). You will need a PTT Logon ID to take these trainings. To obtain a PTT Logon ID Click on: Learning Center New Employee Profile Form Download the form Fill out the form Email form to: regstaff@uwosh.edu If you lost your Logon ID Contact PTT Registration StaffPhone: 920.424.1071Email: regstaff@uwosh.edu Required Subsidy Trainings New Worker Child Care Subsidy Training (NWT) This 10-day blended learning course is comprised of multiple e-learnings, demonstrations and group discussions via Skype, attending a two-day scenario-based practical application virtual training workshop, and post requirements. This training will provide newly hired Wisconsin Shares staff the ability to apply policies and procedures to accurately determine program eligibility, create authorizations, and provide ongoing case management. You will need to login to the PTT Learning Center website to see the schedule of when this training is available. Prerequisites: The Introduction to Cares Worker Web (CWW) must be completed through Income Maintenance (IM) New Worker Training or W-2 New Worker Training prior to taking this course unless the new worker is familiar with the CARES Worker Web system. Introduction to CWW is an on-demand training available on the PTT Learning Center. Required Certification Trainings DCF 202.04 (3)(b)(1) requires new child care certification workers to complete department-approved training within six (6) months of hire or taking over duties as a certification worker. Child Care Certification New Worker Policy Training This training is offered twice a year through the PTT Learning Center. It provides an overview of Child Care Certification Rules and Policy including the following: Child Care Background Checks Certification Standards Home Visit Requirements Making Determinations for Certification Approval and Sanctions Required Pre-requisite Courses Informational Materials for Prospective Operators Number of Children in Care You can also find additional child care trainings by searching the catalog at the PTT Training website. Contracts Review the types of contracts and their requirements. State/Tribal Child Care Contract and Scope of Services This contract is a sub-award of the Child Care and Development Block Grant (CCDBG), a part of the Child Care Development Fund (CCDF) program, which provides grants to states, territories, Tribal Nations and Tribal organizations for child care assistance for low-income families. Wisconsin State Statutes §49.155(1m) and (3) require that the Department of Children and Families (DCF) contract for Wisconsin Shares child care eligibility and authorization with a county, Tribal Nations or other agency in each geographical region or Tribal unit to determine eligibility and administer the program. You can access the State/Tribal Scope of services through the Wisconsin Shares Child Care Subsidy Administration SharePoint Site. (You will need to request SharePoint access.) This contract should be reviewed each year by the agency to maintain compliance. Not fulfilling the requirements of the contract can result in the loss of the child care administration program and funds. Subcontracts (Sub Recipient Contracts) Any agency can subcontract out child care services such as: Fraud Authorizations Certification The Process Contact your child care coordinator to let them know. Send a draft copy of the subcontract to your child care coordinator for review. After final draft has been signed by all parties – send to your child care coordinator. Create a monitoring plan on how your agency plans to oversee the sub-contracting agency during the contract and send along with the final copy of the subcontract to your child care coordinator. Each year that you subcontract out the agency’s child care services, you will need to include a new FY Subcontract with the subcontracted agency, and a monitoring plan along with your Agency Annual Summary. SPARC SPARC is the DCF system for monitoring and paying grant contracts to DCF sub-recipients. The SPARC system allows you to revise reports for 90 days, which is consistent with most contract terms. Visit SPARC Allowable Costs Manual Contact SPARC DCF Program Reviews Wisconsin Shares Child Care Subsidy Program Reviews Tribal agencies (local agencies) contract with the Department of Children and Families (DCF) to deliver program services to families that qualify for Wisconsin Shares child care subsidy. Pursuant to Contract Agreement Section XII, A., DCF will monitor the local agency’s general compliance with and adherence to the terms of the contract and the Scope of Service provisions on a periodic basis. DCF reserves the right to monitor all aspects of the contract, including agency performance, adherence to the terms and conditions of the contract, adherence to state and federal laws, achievement of program performance standards, adherence to fiscal reporting and cost allocation requirements, and customer satisfaction and quality of service provided. Reviews are completed every three (3) years. For more information on the Wisconsin Shares Child Care Subsidy Agency Review Process, visit the Agency Worker webpage and see Admin Memo: 17-01. If you have any questions regarding this Admin Memo, please contact your child care coordinator. Child Care Certification Reviews The child care certification review process is a joint effort between the DCF Area Administration and the Bureau of Early Care Regulation (BECR) to monitor certification agencies for compliance with certification requirements and provide technical assistance to agencies to ensure the safety of children and support quality child care services by certified operators. In 2009, the Legislative Audit Bureau (LAB) evaluated child care regulation in licensed and certified facilities and the potential for fraud and abuse under Wisconsin Shares. The LAB report included several recommendations for improvements of certification practice including, but not limited to: Timeliness of site visits Documentation of attempted visits Identification of violations Documentation of monitoring results in WISCCRS in database Sanctioning of programs with large numbers and/or severe violations The review process includes the following elements: Review of certification activity documentation by looking at a sample of provider records in the WISCCRS system and on-site at the agency, including currently operating certified providers, as well as recently closed certified providers. Review of provider orientation and training activities to assist prospective providers to become certified and meet ongoing training requirements. Compliance with background check procedures. Completion of new worker training by certification workers. Review of provider complaints and denial, revocation or suspension actions taken against providers. Interviews with agency staff. Certifying agencies will be reviewed every three (3) years, with the reviews scheduled by AA child care coordinators at the agency’s convenience. The AA child care coordinator will work with the agency to conduct the various elements of the review process. Upon completion of the review, the agency will receive a written report with the results. If improvements are needed, the AA child care coordinator will work with the agency to develop an Action Plan to address review findings and recommendations. These will be reviewed by the BECR certification specialist. If a serious problem is identified, the agency may be directed to take corrective action. The AA child care coordinator will provide consultation and technical assistance to agencies as they develop and implement their Action Plans and any Corrective Actions. See Module 2 section 3.1 in the Certification handbook for more information on Certification Reviews.
