Compliance Indicator

Contractors shall develop written policies and procedures. Written information shall be provided to families, providers, and the general public. The written policies and procedures may not be in conflict with law, regulations, and terms of the contract.

Regulations/Reference

CCD Program Instrument: IV. Administrative CCD 20
Title 5: 18222, 18224 & 18105 Funding Terms & Conditions: FY 2023-2024

Monitoring Review Evidence

• Written Information for Families and/or Providers, as applicable

• Evidence may be:

  • Handbooks

  • Postings

  • Webpages

  • Other written materials

Appendix A

A family, provider, or participant handbook is commonly used to place a compilation of all required written program policies. To start, you’ll want to ensure your handbook has the minimum required policies. Compare your current parent handbook table of contents with Appendix A of the program integrity monitoring tool.

NOTE: Within the Appendix, contractors will find a list of the minimum written policies required for both families and providers.

Program Design

During a review, a reviewer will want to see your written materials for:

• Parent involvement

• Parent survey

• Program self-evaluation

What this might look like in a program:

Include a section titled, “Continuous Improvement” with language that states:

“Our goal is to implement an effective annual program self-evaluation process to support continuous improvement. The process includes Assessment of the program by parents using the Parent Survey. Assessment of the program by staff and board members using the Program Integrity Monitoring Tool. Based on the results goals/action steps are developed and implemented.”

Admission Priorities

Include the process for how a family is selected for enrollment such as the program’s admission priorities.

Participation Qualifications

Include the program participation qualifications and review what items must be maintained in the family data file, such as:

• Proof of residency

• Health and emergency information

• Court order, if child care services are impacted

• Exceptional needs documentation, if applicable

• Proof of family size

• Eligibility Criteria

• Need Criteria

• Family Fee Procedures

Written materials must also include a family’s parental choice right to choose from a range of providers, and the provider participation process along with their right to change childcare settings.

Your written materials for attendance must include, at a minimum, the abandonment of care policy, along with how to record attendance at the provider’s home.

Include the process if a family voluntarily wants to disenroll, along with the agency disenrollment policy.

The regulations state that contractors are required to provide parents with written policy and procedures for the various types of grievance or complaints.

What this might look like in a program:

• An agency might include written grievance procedures along with parent & provider participation policies & procedures within the participant handbook.

• Information may also be provided through a parent orientation video or Powerpoint that takes new enrollees through the polices & procedures to participate.

Provider Written Materials

Written materials must, at a minimum, include the following:

• Provider Agreement/Policies for Provider Participation (eligible providers) 

• Instructions on Attendance and Abandonment of Care 

• Schedule for Payment of Services

• Complaint Procedures 

• Family Fees and Co-payments 

• Fraud Policy 

• Reasons for Possible Termination of Provider Agreement 

• Informing Providers of Changes 

• Statement Prohibiting any Form of Discrimination 

• Overpayment/Underpayment Policy 

What this might look like in a program:

The provider agreement for services, or something similar, should be your main way to document written policies for provider participation. It sets the stage for the business relationship between your agency and the provider.

Most contractors also provide the provider with the program handbook.

After reviewing the video lesson & sketch pad notes, it’s time to check for understanding by completing a Knowledge Check. Note that Individual Knowledge Checks will conclude with a Certificate.

Individual Knowledge Check (ProProfs) >

Group Knowledge Check (Kahoot) >