TE_CYS-48_AHHInspectionCriteriaforCY15Inspections_v4_20150507.xls
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AHH INSPECTION
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Instructions
| INSTRUCTIONS |
| 1. There are four programs in CYS Services which are certified with a Do D Certificate: Child Development Centers (CDC), Family Child Care (FCC), School Age Centers (SAC) and Youth Program (YP). The attached CY15 CYS Services Criteria has four columns - one for each of these required programs. |
| 2. The following is an explanation of the structure of the CY15 inspection criteria |
A. Section level – The highest level of the criteria are the “Sections”. Child Development Centers (CDC), Family Child Care (FCC), School Age Centers (SAC) and Youth Program (YP) criteria are divided into three sections, 1) General Management (Section A), 2) Facilities, Health, Safety and Risk Management (Section B) and 3) Programming (Section C).
B. Subsection level – The sections are further categorized into “Subsections.” Example: A.1 Resource Management and Administration is a Subsection under General Management Section A.
C. Criteria level – Each subsection has multiple “Criteria.” The number varies from one subsection to the next. The criteria represent the overall program standards which have been determined by Office of the Secretary of Defense (OSD) to demonstrate “quality” across programs.
Example A.1.a. The program has implemented the fee policy in accordance with current DoD guidance.
There is at least one criteria under each subsection and as many as 8. Each criteria is followed by the intent statement.
D. Component level – The “Component” level is new for CY15 and is the new term for the compliance item being inspected. The component level compliance items show how the program meets the criteria. The following is an example of one component under Criteria A.1.a. shown above:
Example A.1.a.1 Fees are determined by Total Family Income (TFI).
There is at least one component under each criteria and up to twenty-six, depending on the number of components needed to demonstrate compliance with the criteria. Each component is followed by Guidance, which explains what is observed, reviewed or done by the inspector in order to determine if the program is in compliance with that component. There will also be some Components which have a Notes section that explain the percentage of files, or additional information the inspection will need to know to be consistent in determine compliance with the Component.
| 3. If the Component is applicable to all four programs, the wording of the component goes across the entire page. If the component is applicable to only some of the programs, there will be an "X" for that Component under the program. See YP column for Component A.1.b.2 |
| 4. If the Guidance is the same for all four programs, the wording of the guidance goes across the entire page. See A.1.a.2. When the Guidance is applicable to only one program, the guidance will be different. See A.1.a.1 where the Guidance for FCC and YP are separate, but the CDC and SAC guidance is the same. |
| 5. Items identified with a red backgournd in the number cell are the immediate fix deficiencies that must be corrected as soon as identified. |
| 6. This criteria listing is not the actual workbook for each inspector, but rather a quick reference guide to see the inspection Criteria and Components. Please go to AKO site link listed here to download the inspection workbooks for each individual inspector: https://www.us.army.mil/suite/files/42152304 |
| NOTE: The term "personnel" refers to staff, FCC providers, contractors, volunteers and others identified in the Secretary of the Army Directive. |
&L&"Arial,Regular"&12 APPENDIX 1 (CY14 Child, Youth & School Services Army Higher Headquarters Inspection (AHHI) Criteria) to ANNEX A to OPORD 14-051: Army Child, Youth & School Services Inspection Protocols (U)&C&"Arial,Regular"&12UNCLASSIFIED &C&"Arial,Regular"&12UNCLASSIFIED A-1-1
CY15 Criteria
| CY15 CHILD, YOUTH & SCHOOL (CYS) SERVICES ARMY HIGHER HEADQUARTERS INSPECTION (AHHI) CRITERIA |
| 1. There are four programs in CYS Services which are certified with a Do D Certificate: Child Development Centers (CDC), Family Child Care (FCC), School Age Centers (SAC) and Youth Program (YP). The attached CY15 CYS Services Criteria has four columns - one for each of these required programs. |
| 2. The following is an explanation of the structure of the CY15 inspection criteria |
A. Section level – The highest level of the criteria are the “Sections”. Child Development Centers (CDC), Family Child Care (FCC), School Age Centers (SAC) and Youth Program (YP) criteria are divided into three sections, 1) General Management (Section A), 2) Facilities, Health, Safety and Risk Management (Section B) and 3) Programming (Section C).
B. Subsection level – The sections are further categorized into “Subsections.” Example: A.1 Resource Management and Administration is a Subsection under General Management Section A.
C. Criteria level – Each subsection has multiple “Criteria.” The number varies from one subsection to the next. The criteria represent the overall program standards which have been determined by Office of the Secretary of Defense (OSD) to demonstrate “quality” across programs.
Example A.1.a. The program has implemented the fee policy in accordance with current DoD guidance.
There is at least one criteria under each subsection and as many as 8. Each criteria is followed by the intent statement.
D. Component level – The "Component" level is the term for the compliance item being inspected. The component level compliance items show how the program meets the criteria. The following is an example of one component under Criteria A.1.a. shown above:
Example A.1.a.1 Fees are determined by total family income (TFI).
There is at least one component under each criteria and up to twenty-six, depending on the number of components needed to demonstrate compliance with the criteria. Each component is followed by Guidance, which explains what is observed, reviewed or done by the inspector in order to determine if the program is in compliance with that component. There will also be some Components which have a Notes section that explain the percentage of files, or additional information the inspection will need to know to be consistent in determine compliance with the Component.
| 3. If the Component is applicable to all four programs, the wording of the component goes across the entire page. If the component is applicable to only some of the programs, there will be an "X" for that Component under the program. See YP column for Component A.1.b.2 | |||||
| 4. If the Guidance is the same for all four programs, the wording of the guidance goes across the entire page. See A.1.a.2. When the Guidance is applicable to only one program, the guidance will be different. See A.1.a.1 where the Guidance for FCC and YP are separate, but the CDC and SAC guidance is the same. | |||||
| 5. Items identified with a red background in the number cell are the immediate fix deficiencies that must be corrected as soon as identified. | |||||
| 6. This criteria listing is not the actual workbook for each inspector, but rather a quick reference guide to see the inspection Criteria and Components. Please go to AKO site link listed here to download the inspection workbooks for each individual inspector: https://www.us.army.mil/suite/files/42152304 | |||||
| 7. If the component wording is highlighted in green, that inspection component will be inspected as overarching for the entire program instead of written individually on each facility/program. | |||||
| NOTE: The term "personnel" refers to staff, FCC providers, contractors, volunteers and others identified in the Secretary of the Army Directive. | |||||
| CRITERIA NUMBER | FCC CRITERIA | CDC CRITERIA | SAC CRITERIA | YP CRITERIA | |
| A. | A. GENERAL MANAGEMENT | ||||
| A.1 | PUBLIC LAW 104–106—FEB. 10, 1996 |
§ 1791. Funding for military child care § 1793. Parent fees § 1797. Early childhood education program § 1791. Funding for military child care - It is the policy of Congress that the amount of appropriated funds available during a fiscal year for operating expenses for military child development centers and programs shall be not less than the amount of child care fee receipts that are estimated to be received by the Department of Defense during that fiscal year.
§ 1793. Parent fees - (a) IN GENERAL.—The Secretary of Defense shall prescribe regulations establishing fees to be charged parents for the attendance of children at military child development centers. Those regulations shall be uniform for the military departments and shall require that, in the case of children who attend the centers on a regular basis, the fees shall be based on family income.
(b) LOCAL WAIVER AUTHORITY.—The Secretary of Defense may provide authority to installation commanders, on a case-by-case basis, to establish fees for attendance of children at child development centers at rates lower than those prescribed under subsection (a) if the rates prescribed under subsection (a) are not competitive with rates at local non-military child development centers.
| § 1797. Early childhood education program - The Secretary of Defense shall require that all military child development centers meet standards of operation necessary for accreditation by an appropriate national early childhood programs accrediting body. | A.1 RESOURCE MANAGEMENT AND ADMINISTRATION | |
| A.1.a | DoDI 6060.02 (DRAFT), ENCLOSURE 3, PROCEDURES. | |
| Section 3. ADMINISTRATION, FUNDING, AND OVERSIGHT OF MILITARY-OPERATED CDPs. | DoDI 6060.02 (DRAFT), ENCLOSURE 3, PROCEDURES. |
3. ADMINISTRATION, FUNDING, AND OVERSIGHT OF MILITARY-OPERATED CDPs.
b. Funding. CDPs are funded by a combination of APF and NAF.
(1) The amount of APF used to operate CDPs shall be no less than the amount collected through child care fees, except for CDCs that operate under a long-term facility’s contract or lease-purchase agreement under sections 2809 and 2812 of Reference (f).
(a) A family’s child care fee category is determined based on an initial and subsequent annual verification of TFI. Families pay the child care fee assigned to that TFI category. A family’s fees may only be adjusted once per year, with exceptions listed in paragraph 3.b.(1)(e) of this enclosure. TFI is determined utilizing DD Form 2652.
(b) APF may be used to subsidize child care in military-approved civilian programs in accordance with Reference (f).
(c) DoD Components establishing child care fee assistance programs for their employees must contribute the amounts required to pay subsidies out of agency APFs.
(d) FCC providers are private contractors. Fees are established between the provider and parent, unless such providers receive direct monetary subsidies. When FCC providers receive direct monetary subsidies to reduce the cost of care for the families they service, the installation commander or DoD Component shall determine relevant fees charged by FCC providers.
(e) Fees may be adjusted:
1. By the installation commander, Defense Agency Director, or DoD Field Activity Director:
a. On a case-by-case basis for families who are facing financial hardship or unusual circumstances that merit review, in accordance with established DoD Component guidance.
b. For parents participating in an approved parent participation program.
2. By the DoD Components, Defense Agency Director or DoD Field Activity Director:
a. To accommodate an optional high market rate when it is necessary to pay higher wages to compete with local labor or at those installations where wages are affected by non-foreign area cost of living allowance (COLA), post differential or locality pay. The optional low market rate may be used in areas where costs for comparable care within the installation catchment area are significantly lower. A request to utilize the high or low market rate options must be submitted to OFP/OCY for approval.
b. To reflect changes in employment status, relocation, and annual internal reviews that find inaccurate determination or calculation of TFI.
| c. For CDP employees when CDC programs are facing operational hardships. | N/A | The program has implemented the fee policy in accordance with current DoD guidance. | |||||
| Intent: To ensure all parents are charged in accordance with the DoD Fee policy. | |||||||
| A.1.a.1 | N/A | Fees are determined by total family income (TFI). | |||||
| Guidance: 1) At Parent Central review DD 2652, Application for DoD Childcare Fees, to ensure it is filled out in its entirety and that parent fees are determined by TFI. Ensure current year non-locality BAH RC/T chart is utilized based on Senior Military member calculation for dual military families. The local BAH rate is only used in locations where the military members receive less than the BAH RC/T allowance. LES or similar paperwork must remain in the Parent Central Services Offices and will not be forwarded to the CYS Services programs, i.e. CDC, SAC, MS/T, etc. LES documentation will not be transmitted to a gaining installation during the CYMS Global Data Transfer. 2) Review results of annual audit. 3) Review annual Fee Report. NOTE: FCC fees are 10% lower than CDC/SAC fees. Personal financial information is maintained at Parent Central in a locked file and is kept confidential. | |||||||
| Financial information can be kept in the child's files if it is maintained only at Parent Central. NOTE: Fee policy states: TFI information (LES and other pay documents ) should only be maintained at Parent Central Services. The programs should not be able to view this information. These documents are maintained for 12 months. SS#, except for the last 4 digits, are redacted on all printed documents after the Sponsor info is placed into CYMS. Review the process for determining the parental fees, but the requirement is not for inpsectors to calculate individual fees as that is part of the Garrison Fee Audit. | Guidance: 1) At Parent Central, review DD 2652, Application for DoD Childcare Fees, to ensure it is filled out in its entirety and that parent fees are determined by TFI. Ensure current year non-locality BAH RC/T chart is utilized based on Senior Military member calculation for dual military families. The local BAH rate is only used in locations where the military members receive less than the BAH RC/T allowance. LES or similar paperwork must remain in the Parent Central Services Offices and will not be forwarded to the CYS Services programs, i.e. CDC, SAC, MS/T, etc. LES documentation will not be transmitted to a gaining installation during the CYMS Global Data Transfer. 2) Review results of annual audit. Personal financial information is maintained at Parent Central in a locked file and is kept confidential. Financial information can be kept in the child's files if it is maintained only at Parent Central. 3) Review annual Fee Report. | ||||||
| NOTE: Fee policy states: TFI information (LES and other pay documents ) should only be maintained at Parent Central Services. The programs should not be able to view this information. These documents are maintained for 12 months. SS#, except for the last 4 digits, are redacted on all printed documents after the Sponsor info is placed into CYMS. Review the process for determining the parental fees, but the requirement is not for inpsectors to calculate individual fees as that is part of the Garrison Fee Audit. | Guidance: Following Army-specific guidelines, review DD 2652, Application for DoD Childcare Fees, to ensure it is filled out in its entirety and that parent fees are determined by TFI. Ensure current year non-locality BAH RC/T chart is utilized based on Senior Military member calculation for dual military families. The local BAH rate is only used in locations where the military members receive less than the BAH RC/T allowance. Review Fee Report. Fees for Middle School Before School Supervision programs follow the School Age Care rate. Payment of the weekly before camp supervision fee is required when MS/T camps operate before 1300. MS/T camps operating after 1300 hours are offered at no cost for enrolled youth. Personal financial information is maintained in a locked file and is kept confidential. Financial information can be kept in the child's files if it is maintained only at Parent Central. 2) Review results of annual audit. NOTE: Fee policy states: TFI information (LES and other pay documents ) should only be maintained at Parent Central Services. The programs should not be able to view this information. These documents are maintained for 12 months. SS#, except for the last 4 digits, are redacted on all printed documents after the Sponsor info is placed into CYMS. Review the process for determining the parental fees, but the requirement is not for inpsectors to calculate individual fees as that is part of the Garrison Fee Audit. | ||||||
| Notes: Review 10% child files of children actively using program at Parent Central - the children in the homes visited. Minimum of 3 total, maximum of 15. Pay particular attention to those files with deficiencies in the home to determine if same deficiencies exist in Parent Central files. | Notes: Review 10% child files located at Parent Central of children actively using CDC program at Parent Central - at least one from each age group and one from each CDC. Minimum of 5 total, maximum of 15. Pay particular attention to those files with deficiencies in the CDC to determine if same deficiencies exist in Parent Central files. | Notes: Review 10% child files located at Parent Central of children actively using SAC program - at least one from each SAC. Minimum of 5 total, maximum of 15. Pay particular attention to those files with deficiencies in the SAC to determine if same deficiencies exist in Parent Central files. | Notes: Review 10% YP files based on average daily attendance at Parent Central - minimum of 5 total, maximum of 15. Pay particular attention to those files with deficiencies in the YP to determine if same deficiencies exist in Parent Central files. | ||||
| A.1.a.2 | N/A | Fees are set or adjusted only on an annual basis based on the DoD fee policy. | |||||
| Guidance: Review the Garrison's Army-specific annual fee letter to confirm that fees are only adjusted once per year. Review CYMS data screen to verify fees in CYMS match fees approved by DoD for each category. TFI is adjusted when: (a) the unemployed spouse finds paid employment; (b) there is a documented reduction in TFI (e.g. change from full time to part time, furlough, etc.; (c) a Financial Hardship Waiver is granted to change the TFI; (d) A TFI calculation error places Families in a higher TFI Category; (e) when TFI calculation errors result in underpayment, Families are notified that fees will be adjusted during the next re-registration, unless the mistake is determined to be fraudulent. Parent Fees are adjusted when: (a) the Family moves to a new TFI Category (e.g. during re-registration or when an unemployed Spouse looking for work finds employment; (b) Children transition between programs with different fees, e.g., full day care to kindergarten, Full Day to part Day, After School to Summer Camp, Child Development Center to Family Child Care, etc.; (c) Army Fee policy directs a fee change; (d) a Financial Hardship Waiver is approved; (d)The Family relocates to another installation with different fees. | |||||||
| A.1.a.3 | N/A | Hardship waivers are granted in accordance with Army-specific fee guidelines. | |||||
| Guidance: Review Army-specific guidelines addressing financial and operational hardship waivers. Review Fee Review Report where hardships are listed. At the Parent and Outreach program, review those files to verify approval by Garrison Commander or Command designee and reviewed within the last six months.. Team Chief obtains listing of Operational Hardships approved at Higher Headquarters and reviews CYMS Report on Financial Hardships. Category 9A Contractors are not eligible for Hardship waivers, multiple child discounts or fee assistance. | |||||||
| Notes: Ask CYSSC for list of financial hardship waivers - view all of them up to 5 patrons to ensure child files match hardship waiver given. For operational hardship waivers, view up to 5 staff who have used the approved operational waiver to ensure no more than 20% discount given. | |||||||
| A.1.b | DoDI 6060.02 (DRAFT), | ||||||
| Section 4. POLICY | 4. POLICY. In accordance with References (c) and (f), it is DoD policy to: |
a. Ensure that the CDPs support the mission readiness, family readiness, retention, and morale of the total force during peacetime, overseas contingency operations, periods of force structure change, relocation of military units, base realignment and closure, and other emergency situations (e.g., natural disasters and epidemics). Although child care supports working parents, it is not an entitlement and parents must pay their share of the cost of child care.
b. Reduce the stress of families who have the primary responsibility for the health, safety and well-being of their children and help them balance the competing demands of family life and the DoD mission. CDPs provide access and referral to available, affordable, quality programs and services that meet the basic needs of children, from birth through age 12, in a safe, healthy, and nurturing environment.
c. Conduct an annual internal certification process to ensure that all installation-operated CDPs are operating in accordance with all applicable Federal mandates and statutory requirements.
d. Provide child care to support the personnel and the mission of DoD. Eligibility is contingent on the status of the sponsor.
(1) Eligible patrons include:
(a) Active duty military personnel.
(b) DoD civilian employees paid from either appropriated funds (APF) or non-appropriated funds (NAF).
(c) Reserve Component military personnel on active duty or inactive duty training status.
(d) Combat related wounded warriors.
(e) Surviving spouses or same-sex domestic partners.
(f) Those acting in loco parentis for the dependent child of an otherwise eligible patron.
(g) Eligible employees of DoD contractors
| (h) Others authorized on a space available basis | N/A | The program has established access for all eligible patrons in accordance with current DoDI. | ||||
| Intent: To ensure the childcare/program needs of working parents are a priority when placing children in care. | ||||||
| A.1.b.1 | N/A | Only eligible patrons have access to Child Youth & School Services - Military members and all eligible users living on or off the installation. | ||||
| Guidance: Review CYMS Family Profiles in child files to ensure category listed for parent shows eligibility. Observe while in Parent Central to ensure patrons are asked for valid DoD I.D. card. Look for documentation indicating that the child/youth is eligible to use the program. Non -eligible patrons must have an exception to policy waiver approved and signed by IMCOM. Team Chief must review the Exception to Policy Request for National Defense Authority Act (NDAA) of 2000. | ||||||
| A.1.b.2 | N/A | The program follows the priorities for care outlined in the DoDI 6060.02. | ||||
| Guidance: Review annual Installation written guidance on priorities for care (Ref: AR 608-10 para 1-6 a. (1)). Review wait list (if not on DoD centralized Request for Care (RFC)) to ensure policies are followed. | ||||||
| Notes: If program is on the DoD RFC system, mark MET. | ||||||
| A.1.b.3 | N/A | A waiting list system is in place which complies with most current guidance. | ||||
| Guidance: Review the DD2606, Child Development Program Request for Care Record, or electronic equivalent, to ensure they are reviewed periodically and a plan is in place to provide care for working parents on the waiting list. Review the Projected Demand and Excess Demand Wait List and CYS PCS Report. Review Preference for Care Wait List to ensure spaces are being filled according to latest guidance. Review closed classrooms if there is a preference for care list. NA if on DoD RFC system. | ||||||
| A.1.b.4 | N/A | A child care space utilization management plan is in place to ensure the timely filling of spaces when waiting list exists. | ||||
| Guidance: This is applicable only if there is a waiting list. To ensure installation spaces are managed to accommodate demand including utilizing FCC, space turnover is managed so when a child leaves, another child takes the space . Run Wait List and Provider Activity Roster in CYMS. This plan would be found for emergency contingencies in ICOP and/or MAC plan. Look at Garrison Transition SOP to see if those procedures are followed. | Guidance: This is applicable only if there is a waiting list. To ensure installation spaces are managed to accommodate demand including utilizing CDC, space turnover is managed so when a child leaves, another child takes the space. Run Wait List and Classroom Activity Roster in CYMS. When a room is closed and there is a waiting list, check the plan to ensure closure is approved and plan to re-open in place. This plan would be found for emergency contingencies in ICOP and/or MAC plan. Look at Garrison Transition SOP to see if those procedures are followed. | Guidance: This is applicable only if there is a waiting list. To ensure installation spaces are managed to accommodate demand including utilizing SAC, space turnover is managed so when a child leaves, another child takes the space. Run Wait List and SAC Activity Roster in CYMS. This plan would be found for emergency contingencies in ICOP and/or MAC plan. Look at Garrison Transition SOP to see if those procedures are followed. | ||||
| A.1.b.5 | The primary facility utilization is focused on full day care for working parents. | |||||
| Guidance: If children of working parents are on the excess waiting list for full day care, verify that no more than 20% of the available installation capacity is used for part-day or hourly programs. Procedures are in place to validate employment and school enrollment of parents. | ||||||
| A.1.c | DoDI 6060.02 (DRAFT), ENCLOSURE 3, PROCEDURES. | |||||
| Section 3. ADMINISTRATION, FUNDING, AND OVERSIGHT OF MILITARY-OPERATED CDPs. | b. Funding. CDPs are funded by a combination of APF and NAF. |
(1) The amount of APF used to operate CDPs shall be no less than the amount collected through child care fees, except for CDCs that operate under a long-term facility’s contract or lease-purchase agreement under sections 2809 and 2812 of Reference (f).
(2) Child Development Program Element APF may be used for:
...additional content not included here...
(3) To the maximum extent possible, child care fees shall cover the NAF cost of care, and NAF costs not covered by child care fees are to be minimized. Child care fees shall only be used for:
(a) Compensation of direct care CDP employees who are classified as NAF employees, to include training and education, and recruitment and retention initiatives approved by the DoD Component.
(b) Food-related expenses not paid by the USDA or DoD APFs.
| (c) Consumable supplies. | Programs are funded IAW Public Law 104-106. | ||||||
| Intent: To ensure that there is a combination of APF and NAF funding. | |||||||
| A.1.c.1 | N/A | APF support of the program is at least equal to the parent fees collected. | |||||
| Guidance: Review the previous year's financial statement to ensure APF support is equal to or greater than the amount of parent fees collected. | |||||||
| A.1.c.2 | N/A | Parent fees are reinvested into CYS Services and programs are operated at a break even basis. | |||||
| Guidance: Review the previous year's financial statement showing Profit & Loss to ensure parent fees did not generate excess revenue (+/- 4%). The break even status is in the CYSS Enterprise. | |||||||
| A.1.c.3 | N/A | Child care fees (NAF) are used only for expenses authorized by the DoDI. | |||||
| Guidance: Review program financial records to ensure NAFs are used only for direct care employee compensation, food-related expenses not paid by USDA or DoD APFs, and consumable supplies. | |||||||
| A.1.c.4 | The program is properly resourced to ensure program quality. | ||||||
| Guidance: Review budget to ensure money available for Lending Library criteria | Guidance: Review budget to ensure money available for CDC staff, supplies, and training. | Guidance: Review budget to ensure money available for SAC staff, supplies, and training. | Guidance: Review budget to ensure money available for YP staff, supplies, and training. | ||||
| A.1.d | DoDI 6060.02 (DRAFT), ENCLOSURE 3, PROCEDURES. | ||||||
| Section 3. ADMINISTRATION, FUNDING, AND OVERSIGHT OF MILITARY-OPERATED CDPs. | d. Oversight |
(3) Accreditation. Eligible CDP facilities (excluding FCC) shall be accredited by a DoD-approved national accrediting body. CDP oversight is a statutory requirement involving an external nationally recognized accreditation process and internal DoD Certification process.
(a) FCC providers shall be encouraged to seek accreditation from an appropriate national accrediting body.
| (b) The percentage of CDP facilities successfully achieving accreditation shall be reflected in the Annual Summary of Operations report referenced in Enclosure 2. | The program meets the requirements of Public Law 104-106 for oversight and quality. | ||||||||
| Intent: To ensure programs meet high quality standards. | |||||||||
| A.1.d.1 | 10.B.04 | The DoD Certificate to Operate is current and prominently displayed. | |||||||
| Guidance: Observe that the current DoD Certificate to Operate is posted in a prominent location, easily viewable by visitors to the program. In FCC office, should be in entry area frequented by parents. | |||||||||
| A.1.d.2 | NAEYC | Each eligible facility is accredited by a DoD-approved national accrediting body or has an approved waiver and the certificate is posted in the lobby. FCC Providers not required to be accredited, but FCC program has evidence the program encourages/supports Provider through the accreditation process. | |||||||
| Guidance: Observe current NAFCC Accreditation certificate. FCC program should have staff trained to work with FCC providers through accreditation process. They should be knowledgeable about the process and have materials ready for assisting FCC providers who are ready for accreditation. | Guidance: Observe a current NAEYC accreditation certificate, correspondence from accreditation body verifying accreditation status, or an approved Army-specific waiver. If programs are not currently accredited, a timeline must be in place outlining their plan for becoming accredited. Approved accrediting bodies: NAEYC. NA option if not eligible (have not been open for 2 years or attendance below 10 children on a regular basis.) | Guidance: Observe a current COA accreditation certificate, correspondence from accreditation body verifying accreditation status, or an approved Army-specific waiver. If programs are not currently accredited, a timeline must be in place outlining their plan for becoming accredited. Approved accrediting bodies: COA. NA option if not eligible (have not been open for 2 years or attendance during school year on regular basis less than 20) | |||||||
| A.1.d.3 | None | The Environment Rating Scale has been completed within the last year (12 months) and Corrective Action Reports for criteria rated less than 5 is in place. | |||||||
| Guidance: If FCC Provider has been certified long enough to have completed training requirement for FCCERS, this standard applies. If not, the standard is N/A. Review management FCCERS documentation and review the corrective action report to ensure Plan of Action is developed for items rated less than 5. Must be completed by end of timeframe identified on Foundation IDP and annually (within 12 months) thereafter. Ensure Director has completed 50% of the ratings. | |||||||||
| NOTE: This is n/a for the year the Provider is going through the accreditation process. | Guidance: Review management ITERS/ECERS documentation and review the corrective action report developed for items rated less than 5. When the rating is below 5, an improvement plan is developed and implemented. Results of assessments will be used to improve quality as documented in the Program Improvement Plan. During a re-accreditation year it is not necessary to complete an Environmental Rating Scale. Assessments must be done per classroom for the appropriate age group. All Classrooms need to rate each criteria and assessment done every 12 months. The ITERS/ECERS must be completed by end of year, so n/a if program has not been open for a year. If a room has been closed for a significant amount of time during the previous year, the ECERS or ITERS on that room should been done within a year of opening again. Ensure Director has completed 50% of the ratings. Directors in facilities with more than 6 rooms may delegate all but 3 rooms to an Asst Director, CYS Services Administrator or other management personnel to meet the requirement. NOTE: This is n/a the year the Center goes through the accreditation process. | Guidance: Review management SACERS documentation and review the corrective action report is developed for items rated less than 5. When the rating is below 5, an improvement plan is developed and implemented. Results of assessments will be used to improve quality as documented in the Program Improvement Plan. During a re-accreditation year it is not necessary to complete an Environmental Rating Scale. Assessments must be done every 12 months. SACERS done on the facility. Ensure Director has completed 50% of the ratings so the Director would be part of the assessment team. | |||||||
| NOTE: This is n/a the year the Center goes through the accreditation process. | Guidance: Review YPERS documentation and review the corrective action report developed for items rated less than 5. When the rating is below 5, an improvement plan is developed and implemented. Results of assessments will be used to improve quality as documented in the Program Improvement Plan. Assessments must be done every 12 months. YPERS done on the facility. Ensure Director has completed 50% of the ratings so the Director would be part of the assessment team. | ||||||||
| A.1.d.4 | A system is in place to recommend approval or denial/suspension of initial FCC certification and annual recertification, recommend revocation of certifications, and to hear appeals. | ||||||||
| Guidance: Review certification process and ensure written guidelines for process, which should be in a SOP IAW AR 608-10 6-36. Review Garrison SOPs, flow chart or other written information on the certification process. If not clear, interview Director regarding process. Form DA 5221-R, Child Development Services (CDS) Family Child Care (FCC) Certification Denial/Revocation, is used for denial and revocation. | |||||||||
| A.1.d.5 | The FCC program ensures proper oversight of FCC homes to include a monthly home visit by a staff member. | ||||||||
| Guidance: Review home visit records on CYMS or in file to ensure home has had a monthly visit by either FCC Director, trainer, USDA rep, CYSS Coordinator, Child Administrator, POS or CYSS mentor. Ensure quarterly inspections by Director are done. If deficiencies noted, ensure improvement plan in place so corrections made. Documentation of home visit will include the date, time, purpose of each visit and general impression of the FCC home. | |||||||||
| A.1.e | MDTI/HQ/Health | The program establishes procedures for collecting and maintaining required documentation for child enrollment. | |||||||
| Intent: To ensure health and safety of enrolled children. | |||||||||
| A.1.e.1 | 5.A.01 | A standardized file system is in place in the program for required information about each registered child. | |||||||
| Guidance: The following forms should be in child file, electronically or hard copy, for FCC: CYMS Liability Waiver signed by parent; CYMS profile Print; Current Immunization Records; Health Screening Tools and Supporting documents (MAPS, SDS); Health Assessment/Sports Physical; SIDS as applicable; Infant Feeding plan as applicable; DA Form 5226-R Sponsor/Program Agreement; RIMP Agreement; Internet agreement as applicable; Fee Calculation . Review CYMS Liability Waiver and contract for signature and dated within the past 12 months. Review CYMS Profile Print for two emergency release designees (including phone numbers). | Guidance: The following forms should be in child file, electronically or hard copy, for CDC: CYMS Liability Waiver signed by parent; CYMS profile Print; Current Immunization Records as applicable (can be viewed in CYMS); Health Screening Tools and Supporting documents (MAPS, SDS); Health Assessment/Sports Physical (can be viewed in CYMS); SIDS as applicable; Infant Feeding plan as applicable; DA Form 5226-R Sponsor/Program Agreement; Internet agreement as applicable. Review CYMS Liability Waiver and contract for signature and dated within the past 12 months. Review CYMS Profile Print for two emergency release designees (including phone numbers). | Guidance: The following forms should be in child file, electronically or hard copy, for SAC: CYMS Liability Waiver signed by parent; CYMS profile Print;; Health Screening Tools and Supporting documents (MAPS, SDS); Health Assessment/Sports Physical (can be viewed in CYMS); DA Form 5226-R Sponsor/Program Agreement; Internet agreement as applicable. Review CYMS Liability Waiver and contract for signature and dated within the past 12 months. Review CYMS Profile Print for two emergency release designees (including phone numbers). | Guidance: The following forms should be in child file, electronically or hard copy, for YP: CYMS Liability Waiver signed by parent or Teen-self Registration form; Health Screening Tools and Supporting documents (MAPS, SDS)as applicable. Review Teen Self Registration Form for two emergency release designees (including phone numbers). The Teen Self Registration includes the CYMS Liability Waiver. | ||||||
| Notes: Review child files for children in care at the FCC homes inspected. | Notes: Review 10% child files for children enrolled at the CDC. If hourly care, review 10% child files of hourly care children attending during inspection (minimum 3 or one from each age group attending that day). | Notes: Review 10% child files for children enrolled at the SAC. If hourly care, review 10% child files of hourly care children attending during inspection. | Notes: Review 10% youth files based on ADA. | ||||||
| A.1.e.2 | 5.A.01 | Child files contain documentation of an annual review/re-registration and update of registration information. | |||||||
| Guidance: Review CYMS Liability Waiver for signature and dated within the past 12 months. A current health Screening Tool and supporting documents signed and dated within the past 12 months. Health Assessment/Sports Physical is signed and dated within the past 12 months. | Review CYMS Liability Waiver signed by parent or Teen-self Registration form. A current health Screening Tool and supporting documents signed and dated within the past 12 months if special need identified. Sports Physical is signed and dated within the past 12 months as applicable. | ||||||||
| Notes: Review child files for children in care at the FCC homes inspected. | Notes: Review 10% child files for children enrolled at the CDC. If hourly care, review 10% child files of hourly care children attending during inspection (minimum 3 or one from each age group attending that day). | Notes: Review 10% child files for children enrolled at the SAC. If hourly care, review 10% child files of hourly care children attending during inspection (minimum 3) | Notes: Review 10% youth files for youth attending the YP (minimum 3). | ||||||
| A.1.e.3 | 5.A.01 | Child files contain documentation of up-to-date immunizations. | |||||||
| Guidance: Review CYMS Profile Print and Immunization record to verify all age applicable immunization's have a date or an exemption listed. Includes waiver document if waived. If child is within 2 weeks of needing immunization, review notification parent given that immunization due and care denied if not completed by deadline. CYMS can be used to verify immunizations, except in FCC homes where a copy of the immunizations is required. Use CYMS as the guide for what shots are needed. |
DODI states: Children enrolled in the SAC program are not required to provide documentation if they are enrolled in a local public school system.
| Notes: Review child files for children in care at the FCC homes inspected. | Notes: Review 10% child files for children enrolled at the CDC. If hourly care, review 10% child files of hourly care children attending during inspection (minimum 3 or one from each age group attending that day). | Notes: Review 10% child files for children enrolled in SAC. If hourly care, review 10% child files of hourly care children attending during inspection (minimum 3 or one from each age group attending that day). | ||||
| A.1.e.4 | Child files contain documentation of current special needs if applicable. | |||||
| Guidance: If parent has checked "YES" on answers on DA 7625-1 or Tool 1, then the Special Needs Accommodation Process (SNAP) /Multidisciplinary Inclusion Action Team (IAT) minutes and 7625-2 or 3 or completion of Tool 1 and 2 should be in the child's file in the home. This should be at FCC file and random files at Parent Central. copy of the MAP must also be co-located (such as in the same plastic baggy) with the medication in the FCC Home. | Guidance: If parent has checked "YES" on answers on DA 7625-1 or Tool 1, then the SNAP/Multidisciplinary IAT minutes and 7625-2 or 3 or completion of Tool 1 and 2 should be in the child's file. This should be at the CDC and Parent Central. CYMS Report to be run to know how many children are in care. A copy of the MAP must also be co-located (such as in the same plastic baggy) with the medication in the child's classroom. | Guidance: If parent has checked "YES" on answers on DA 7625-1 or Tool 1, then the SNAP/Multidisciplinary IAT minutes and 7625-2 or 3 or completion of Tool 1 and 2 should be in the child's file. A copy of the MAP must also be co-located (i.e. in the same plastic baggy) with the medication in the program. SAC/MST may carry and administer their own rescue medicines (inhalers and auto-injectors) with permission from their physician and parents. Documentation that they accept the responsibilities as per the MAP is located in the program. | Guidance: If parent has checked "YES" on answers on DA 7625-1 or Tool 1, then the SNAP/Multidisciplinary IAT minutes and 7625-2 or 3 or completion of Tool 1 and 2 should be in the child's file. A copy of the MAP must also be co-located (i.e. in the same plastic baggy) with the medication in the program. SAC/YP may carry and administer their own rescue medicines (inhalers and auto-injectors) with permission from their physician and parents. Documentation that they accept the responsibilities as per the MAP is located in the program. | |||
| Notes: Run CYMS special needs report to know how many children in care -- consider special needs children when choosing FCC homes. Review all child files for all children in care at the FCC homes inspected. . | Notes: Run CYMS special needs report to know how many children in care -- when choosing the child files for review in other criteria, ensure at least 5% of the special needs children enrolled are included so half the total files reviewed are special needs children . If hourly care, review 5% of special needs child files of hourly care children attending during inspection (minimum 3 or one from each age group attending that day if special needs are in attendance). | Notes: Run CYMS special needs report to know how many children in care -- when choosing the child files for review in other criteria, ensure at least 5% of the special needs children enrolled are included so half the total files reviewed are special needs children . If hourly care, review 5% of special needs child files of hourly care children attending during inspection if special needs children are attending that day.. (minimum 3 children with special needs. | Notes: Run CYMS special needs report to know how many children in care -- include special needs youth in review and review 5% of special needs children in attendance (minimum 3). Review 10% youth files for youth attending the YP. | |||
| A.1.f | DoDI 6060.02 (DRAFT), ENCLOSURE 2, RESPONSIBILITIES | |||||
| Section 3. HEADS OF THE DoD COMPONENTS. | 3. HEADS OF THE DoD COMPONENTS. The Heads of the DoD Components shall: |
r. Establish guidance and operating procedures to provide services for children with special needs in accordance with Reference (d).
(1) Require procedures for reviewing and making reasonable accommodation of children with special needs that do not fundamentally alter the nature of the program.
(2) Consider the needs of the child, the disability, and the environment of group care in child development facilities or home-based care, staffing needs and training requirements, and the resources of the program.
(3) Include CDPs as part of the multidisciplinary Inclusion Action Team that supports families of children with special needs.
r. Establish guidance and operating procedures to provide services for children with special needs in accordance with Reference (d).
(1) Require procedures for reviewing and making reasonable accommodation of children with special needs that do not fundamentally alter the nature of the program.
(2) Consider the needs of the child, the disability, and the environment of group care in child development facilities or home-based care, staffing needs and training requirements, and the resources of the program.
| (3) Include CDPs as part of the multidisciplinary Inclusion Action Team that supports families of children with special needs. | 9.A.12 | The program establishes procedures for providing services to children with special needs. | ||
| Intent: To ensure a process is in place to review and make reasonable accommodations for children with special needs. | ||||
| A.1.f.1 | 8.A.05 | A multidisciplinary Special Needs Accommodations Plan (SNAP)/Multidisciplinary Inclusion Action Team (IAT) is established to support Child and Youth professionals and families in the accommodation of children with special needs. | ||
| Guidance: Review evidence of an established SNAP/Multidisciplinary IAT. A multi-disciplinary SNAP/Multidisciplinary IAT is established to support Child and Youth Professionals in the accommodation of children with special needs. The Core Team Members of this group as designated by AR 608-75 and the Installation Commander are the EFMP Manager or designee (Chairs the meeting), CYS Services Coordinator or designee, CYS Services Parent & Outreach Services (P&OS) Director or designee, APHN, and Parent/Guardian of the Child/Youth. On Installations where a CYS Services Special Needs Program Manager is on staff, this person will be considered part of the Core Team. The Monthly Meeting minutes and SNAP/Multidisciplinary IAT Standing Operating Procedure (SOP) will also be reviewed. | ||||
| A.1.f.2 | 8.A.05 | There are written guidelines and operational procedures for reviewing and making reasonable accommodations for children with special needs. | ||
| Guidance: Review SNAP/Multidisciplinary IAT SOP to ensure procedures match IMCOM Operational Guidance Manual. OPS Manual: The SNAP/Multidiscipliarny IAT Team recommends child care and youth supervision placement and determines reasonable accommodations and availability of services to support a child/youth’s special needs. | ||||
| A.1.f.3 | N/A | A Special Needs Action Plan (Inclusion Action Plan) and Medical Action Plan (MAP), if applicable, is developed to provide written instructions concerning accommodations for each child/youth requiring accommodations. | ||
| Guidance: HQ: Ensure all required signatures (parent, APHN, health care provider and youth (if applicable)) and dated on MAP and SNAP/Multidisciplinary IAT paperwork. |
MDTI: Review MAPs of children requiring accommodations to ensure they contain information on possibly how the program will meet the child's needs, changes to the environment, specialized training, required staff: child ratios.
| A.1.f.4 | Children who have been identified with a special need are provided services when reasonable accommodations can be met. | ||
| Guidance: An SNAP/Multidisciplinary IAT reviews the child's developmental and medical requirements, and makes the determination if reasonable accommodations can be met. Review minutes of SNAP/Multidisciplinary IAT meeting to verify process. May see adaptive equipment in program to meet needs of children/youth. When reasonable accommodations cannot be met, Installation CYSS and EFMP will notify HQ, IMCOM-G9. | |||
| A.2 | PUBLIC LAW 104–106—FEB. 10, 1996, § 1792. Child care employees | (a) REQUIRED TRAINING.—(1) The Secretary of Defense shall prescribe regulations implementing, a training program for child care employees. Those regulations shall apply uniformly among the military departments. Subject to paragraph (2), satisfactory completion of the training program shall be a condition of employment of any person as a child care employee. |
(2) Under those regulations, the Secretary shall require that each child care employee complete the training program not later than six months after the date on which the employee is employed as a child care employee.
(3) The training program established under this subsection shall cover, at a minimum, training in the following:
(A) Early childhood development.
(B) Activities and disciplinary techniques appropriate to children of different ages.
(C) Child abuse prevention and detection.
(D) Cardiopulmonary resuscitation and other emergency medical procedures.
(b) TRAINING AND CURRICULUM SPECIALISTS.—(1) The Secretary of Defense shall require that at least one employee at each military child development center be a specialist in training and curriculum development. The Secretary shall ensure that such employees have appropriate credentials and experience.
(2) The duties of such employees shall include the following:
(A) Special teaching activities at the center.
(B) Daily oversight and instruction of other child care employees at the center.
(C) Daily assistance in the preparation of lesson plans.
(D) Assistance in the center’s child abuse prevention and detection program.
(E) Advising the director of the center on the performance of other child care employees.
(c) COMPETITIVE RATES OF PAY—For the purpose of providing military child development centers with a qualified and stable civilian workforce, employees at a…
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