Celebrate a child’s big day with festive yet educational resources for families. Download this free new line of cards designed to help families track developmental milestones and “act early” should any concerns arise.

Administrative Office of the Courts Fast Check

Applicant Prescreening Form

DCC 374 Central Registry Check for Licensed, Certified, Registered- (CAN Check)

DCC 500 Waiver Agreement & Statement

DCC 501 Disclosure

IdentoGo Fingerprint Location Sites

Interstate Background Check Process Flow Chart

KARES Web Portal User Guide and Training Manual

Kentucky State Police Background Check

National Background Check Program – Division of Child Care

Parental Authorization to Complete Comprehensive Background Check

Tip Sheet for the National Background Check Program *Updated 6/2021

KARES User Access Request- Child Care

Good afternoon, Providers,

Below are reminders about CCAP processes that may help you in your day-to-day operations:

Email CCAPProviderPayments@ky.gov with all CCAP concerns instead of individual DCC staff.  Although staff have county caseloads assigned, emailing the inbox first will allow for assistance if the staff person is out of the office or unavailable.  When emailing the inbox, include your license number and case number for the enrollment in question.

CCAP has been reimbursing based on enrollment and not attendance since December 2022.  This process will continue until 12/31/23.  

When using enrollment-based payments, code 40 and 45 should not be used for a child absence.  Providers should only code for days the center was closed for a holiday, vacation, training, or other days that care was not offered to families. All providers, Licensed, Certified and Registered, will submit the PBF blank, unless the prefilled codes do not accurately reflect the child’s schedule and an exception needs to be made.   A copy of CCAP Exceptions and Care Schedules is attached for your convenience.

CCAP will continue to pay the parent copay portion of the CCAP payment until 12/31/23.

Transitional Child Care (TCC) is designed to assist families whose household income exceeds the CCAP guidelines at recertification or at case change.  These families will receive 6 months of CCAP at a reduced rate.  Here is how a provider can recognize a TCC case: 

• The co-payment is always zero ($0).
• The reduced rate is calculated at 50% of the Provider Subsidized Rate or the State Max Rate (whichever is lower). Example: If the State Max Rate for the child’s care level is $20, during the TCC period, the rate paid by the state would be $10.
• The family is responsible for any overages charged by your center.
• You will receive a DCC-94 – Notice of Change that outlines the new reimbursement rate and end date for each child. This will serve as your notice of eligibility discontinuance.

CCAP reimbursement is not guaranteed until the enrollment process is complete.  The attached (CCAP Enrollment Process ) outlines the enrollment process and details the forms that will accompany the process. Allowing families to attend child care without the complete enrollment process is a business decision for each program.  DCC discourages providing care without the complete enrollment process.

The Child Care Employee Exclusion allows child care employees to apply for CCAP and have all household income excluded from the case.  The application process is the same for employees as other families who apply for CCAP.  The household must meet all technical eligibility requirements and verify all household income.  Once the income is verified, it will be excluded from the case. By excluding all income from the CCAP case, applicants who were previously over the income guidelines will now qualify for the program and have a $0 copay.  Employment must be with a CHFS regulated (licensed or certified) child care provider. The employer must provide a letter stating the employee is not their child’s primary teacher for all Licensed programs.  Certified programs with employees seeking the income exclusion, must work at a different child care program than their child attends.  For more details or questions concerning this initiative email CCAPProviderPayments@ky.gov

The Employee Partnership Child Care Program (ECCAP) is a program for Kentucky businesses to partner with the state and parent to assist with the cost of quality child care.  It is geared toward the Employer as a hiring incentive for employees.  Child care employees should apply for CCAP not the Employee Partnership program as CCAP will cover 100% of the costs up to the State Max rate. The ECCAP program requires the Employer to contribute to the total cost of child care. 

The DCC website provides valuable information for providers.  Exploring the website is beneficial as reference material and all applicable DCC forms can be found there along with the KICCS portal.  https://chfs.ky.gov/agencies/dcbs/dcc/Pages/provassist.aspx

Thanks for all you do to support Kentucky’s families and children!

Family Child Care Network – KY Regional Agencies & Regional Leaders

Family Child Care Network (FCCN) of Kentucky website

National Association for Family Child Care

AP Provider Required Forms Available Online

CCAP Overview Website (KYNECT)

Child Care Assistance Program for Families – DCC Website

Child Care Employee Exclusion FAQ

Child Care Employee Exclusion FAQ – Spanish

ECE 080: Child Care Assistance Program: Billing Basics for Providers

DCC 94E Child Care Daily Attendance Record Single Sheet (updated 4.2022)

DCC 94B Licensed or Certified Provider Agreement Form

W-9 Form

Children’s Files Checklist

Example Animal Consent Form

Example Enrollment Form

Example Release to Participate – Extra-Curricular Program

Example Release to Participate on Premises

Example Third Party Professional Services Parental Release Form

Example Transition Plan – Individual Plan for Toddler

Example Transition Plan – Whole Class One’s to Two’s

Example Transition Plan – Whole Class Two’s to Three’s

Family Engagement Ideas

KDE Student Health Immunization Requirement

Suggested Content for a Parent Handbook

CHFS COVID-19 Resources

Example Enhanced Cleaning, Sanitizing, and Disinfecting Plan Template

Example Child Care Screening and Temperature Log

Face Mask Permission Form

Guidance for Operations in Early Care and Education and Child Care Programs *(Updated 1.10.2022)

Hello,

Attached are handouts/resources from the Department of Public Health (DPH) that reference COVID-19, colds and RSV. 

• From the CDC: COVID-19: Isolation and Precautions in Early Care and Education(ECE) Programs: https://www.cdc.gov/earlycare/infectious-diseases/isolation-and-precautions-in-ECE.html
•  Kentucky DPH guidance for COVID-19: kycovid19.ky.gov – KDPH Guidance (egov.com).  
• Link for the CDC on COVID-19 guidance: Schools and Childcare Programs | COVID-19 | CDC

Thank you,

DCC

Calculating Clock Hours for New Staff First Year and Second Year

College Coursework Approval for Training Clock Hours Instruction

ECE-TRIS Individual Training Form

ECE-TRIS New Account Instructions

ECE-TRIS Website

Facility Provider Form

Managing Staff List Instructions

Managing Your Education and Credentials in TRIS

Training Manager Instructions for Providers

ECE-TRIS Account information – September 2022

Child Care Emergencies and Disaster Preparedness

County Emergency Management Director Contact Information

Example Emergency Disaster Plan Template for Licensed (pdf)

Example Emergency Disaster Plan Template for Licensed (word)

Example Emergency Drills Form (updated to include Lockdown Drills)

Child and Adult Care Food Program (CACFP) Homepage

Child Care Checklist for Unadulterated Foods and Left Overs

Example Preschool Menu Planning Form

Family Style Dining FAQs

Feeding and Handling Breast Milk

Resources for Child and Adult Meals

Resources for Infant and Young Child Feeding

Tip Sheet for Required Meal Components

When Do I Need a Food Permit?

Whole Grains and Enriched Grains

Bleach Solutions for Cleaning, Rinsing, Disinfecting/Sanitizing

Diapering Steps Posting

Hazards of Using Portable Sinks in Child Care

Incident Report Form

List of Reportable Diseases (updated 4.2022)

Reporting Communicable Diseases Form

Tip Sheet for Changing Pull-Ups and Soiled Underwear

Tip Sheet for Supervision for Kentucky Early Childhood Providers

Go NAPSACC At a Glance

Go NAPSACC Provider Flyer (English)

Go NAPSACC Provider Flyer (Spanish)

Go NAPSACC Training Brochure

Using Go NAPSACC in KY All STARS

Child Care Providers Guide to New Crib Standards

Child Care Providers Guide to Safe Sleep

Example Infant-Toddler Lesson Plan

Infant and Toddler Early Learning Standards (Birth – 3)

Sanitizing Mouthed Toys

Tip Sheet for Infant Care

Tip Sheet for Toddler Care

Interstate Background Check Process

The Division of Child Care (DCC) is now responsible for requesting all interstate background checks. We hope this added support will benefit your child care program.

Please see the attached flow chart and the Interstate Background Process below for additional information:

• DCC will request an interstate background check from state(s) the prospective staff member has resided in the last five years. The background check request will include:
  • state sex offender registry 
  • state child abuse and neglect registry and database
  • state criminal registry
• DCC will make an eligibility determination within 45 days.
• Based on various states requirements, DCC staff will contact the child care provider or prospective staff member if more information is needed.
• DCC will upload the determination of eligible or ineligible into KARES and notify the child care provider and prospective staff member via email to check KARES for the status change.
• When there is an ineligible determination, DCC will notify the prospective staff member of the results of the background check including information related to each disqualifying crime, and information on the opportunity to appeal the ineligible determination.
• If you have questions regarding background checks, please email CHFSDCCNBCP@ky.govfor assistance.

Additional Background Check Information

• “Provisional” status has been removed from KARES. The new status, “Under Supervision”, shall be chosen for the current or prospective staff member undergoing an active appeal process for the following:
• child abuse or neglect substantiation
• current or prospective staff members rehabilitative review is in process
• The Legal Guardian of a prospective staff member under the age of 18 is required to fill out the “Parental Consent Form” attached. Then, the child care provider will upload that document into the KARES application. 

Thank you,

Division of Child Care, Fitness Determination Section

KICCS Provider Portal Access Agreement

KICCS Provider Portal Launch Page

KICCS Portal – Completing the Plan of Correction updated 11/2022

Child Care Tax Center

Kentucky One Stop Shop for Starting a Business

Kentucky Small Business Development Center

KOG/KARES/KICCS For New Users (updated 5/2022)

Licensed Renewal Application

Licensed Initial Application Packet

Licensed Change Application Form *new 8/2024

2024 Market Rate Study

Notice of Permanent Closure Form

Request for Temporary Closure Form

Tip Sheet for Civil Penalty

Tip Sheet for US Department of Labor Wage and Hourly Division

Anaphylaxis and Epinephrine Auto-Injector Online Course

Example Administration of Medication Form

Example Blanket Diaper Cream Release Form

Example Blanket Release for Emergency and Rescue Medication Form

Example Blanket Sunscreen Release Form

Example Preschool Lesson Plan

Preschool Early Learning Standards (3s and 4s)

Tip Sheet for Preschool Care

Child Abuse and Neglect Policy (updated 10.2022)

Child and Parent Rights

Consumer Product Safety Flyer

Diapering Steps Posting

Handwashing Steps Posting

Licensed Child Care Staff-to-Child Ratio Chart

Licensed Initial Packet

Licensed Renewal Packet

Caring for Our Children, 4th Edition

Child Care Health Consultation Posters and Handouts

Division of Child Care (DCC)

Division of Regulated Child Care (DRCC)

Governor’s Office for Early Childhood Education

Kentucky Online Gateway (KOG)

KYNECT (previously Benefind) Child Care Provider Search Tool

Learn the Signs. Act Early. | CDC

National Association for the Education of Young Children (NAEYC)

Child Care Weather Watch- June 2020

Example School-Age Lesson Plan

KY Academic Standards

Kentucky Out of School Alliance

Tip Sheet for School Age Care

Chequeo a Través del Registro Central de Cuidado Infantil – DCC-374 Central Registry Check for Licensed Certified Registered (CAN Check) – Spanish

¿Cuàl es la apariencia de un ambiente seguro para dormer – Safe Sleep Environment – Spanish

Ejemplo de Formulario de Planificación de la Evacuación para la Preparación para Emergencias/Desastres en el Cuidado Infantil – Example Evacuation Planning Form for Child Care Emergency/Disaster Preparedness for Child Care – Spanish

Formulario de consentimiento animal – Example Animal Consent Form – Spanish

Formulario de Renovación de la Licencia para el Centro de Cuidado Infantil – Licensed Renewal Packet – Spanish

Guía de sueño seguro para el proveedor de cuidado infantile – Child Care Providers Guide to Safe Sleep – Spanish

Hoja de recomendaciones para proveedores acerca del Programa Nacional de Verificación de Antecedentes (NBCP, por sus siglas en inglés) – Tip Sheet for the National Background Check Program – Spanish 

Para Cambiar un Pañal – How to Change a Diaper – Diapering Steps Posting – Spanish

Pasos de Lavar las Manos – Steps to Handwashing – Handwashing Posting – Spanish

Resumen de la Solicitud de Ayuda para el Cuidado Infantil Subsidiado – DCC 90-Subsidized Child Care Assistance Application – Spanish

Annual Professional Development Plan

Approved First Aid and CPR Courses

Change of Director Form

Director Qualifications Worksheet

Example Job Description – Assistant Director

Example Job Description – Assistant Teacher

Example Job Description – Cook

Example Job Description – Director

Example Job Description – Lead Teacher

Example Job Description – Vehicle Driver

Example Interview Questions – Assistant Director

Example Interview Questions – Assistant Teacher

Example Interview Questions – Cook

Example Interview Questions – Director

Example Interview Questions – Lead Teacher

Example Staff Evaluation

Example Staff Records Coversheet

Staff Meetings Tracking Form

Suggested Content for Staff Handbook

Tip Sheet for Calculating Annual Training Hours

Tip Sheet for Director

Tip Sheet for Establishing a Date of Hire for Child Care Center Staff

Tip Sheet for Hiring Staff under Age 18

Tip Sheet for New Hire *updated 8/24

Tip Sheet for Sharing Staff Within Your Company

Tip Sheet for Substitute Staff from Temporary Staffing Agency

Example Daily Transportation Log

Example Field Trip Release Form

Example Field Trip Roster

Example Release to Ride the School Bus

Example Walking Field Trip Roster

Example Monthly Emergency Drills Form

Facility Owned Vehicle – Daily Vehicle Inspection

Facility Owned Vehicle – Field Trip Only Transportation Policies and Procedures

Facility Owned Vehicle – Daily Transportation Policies and Procedures

Heatstroke Fact Sheet

Heatstroke Safety Tips for Parents and Caregivers

Kentucky Driver History Records

Kentucky Safety Facts – Child Seat Safety

Third Party Vehicle – Daily Transport Policies and Procedures

Third Party Vehicle – Field Trip Only Transportation Policies and Procedures

Tip Sheet for Adding Transportation Services

Tip Sheet for Field Trip