VPK Provider Handbook VPK Provider Handbook

1

VPK Provider

Handbook

VPK Provider

Handbook

Please Keep This Handy Guide Near Your Front Desk

General Information and

Procedural Guidelines for

VPK Pre-Schools in

Escambia County, Florida

General Information and

Procedural Guidelines for

VPK Pre-Schools in

Escambia County, Florida

2

VPK Provider Handbook

Developed by the

Ready for School, Ready for Life.

Update November 17, 2009

1

st

Printing July 26, 2006

General Information and Procedural Guidelines for

VPK Pre-Schools in

Escambia County, Florida

Update November 17, 2009

1

st

Printing July 26, 2006

General Information and Procedural Guidelines for

VPK Pre-Schools in

Escambia County, Florida

3

Table of Contents

• New & Transfer Students Quick Facts 5

• Transfer and Re-Enrollment Chart 6

• Child Application 7

• Certificate of Eligibility (COE) 7

• Parents & Children 8

¾ For every VPK Program

¾ Parent Sign-In and Sign-Out Sheets

¾ Enrollment and Transfer Reminders

• VPK Classes & Monitoring 9

• Class Calendars & ELC Holidays 2009-2010 10

• Classroom Enrollments 11

• Staff Issues & Notifications 12

• Attendance Day Activities 13

• Proper Procedures for Attendance Sheets 14

• Marking Attendance Sheets 15

• Uniform Attendance Policy & Temporary Closures 16

• VPK to Kindergarten Transfer Forms 17

• Contacts 18

• Definitions 20-21

• Forms Appendix

¾ Certificate of Eligibility (AWI-VPK 02)

¾ Re-Enrollment Application (AWI-VPK 05)

¾ Informed Parental Consent for Provider Transfers and Class Transf.

(AWI-VPK 06)

¾ VPK Child Application (AWI-VPK 01) & Parent Attestation

¾ Parent Sign-in/Sign-out Sheet (JULY 07 ELCEC)

¾ Informed Parental Consent for Delayed Enrollment (AWI-VPK 04)

¾ Calendar Worksheet for VPK Class Days with Calculation Helps

¾ VPK Class Roster Submission Form

¾ Parental Choice Certificate (Long and Short) (AWI-VPK 03L & 03S)

¾ Blank VPK Attendance Sheet for August 2009

¾ Parent Consent Form VPK Transition to Kindergarten

¾ Voluntary Prekindergarten Transfer to Kindergarten

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5

New & Transfer Students Quick Facts

Registration for the School Year Program

• Certificates of Eligibility will be issued starting in April.

• Children must be 4 years old on or before September 1st.

• No registration fee may be charged to a parent/guardian.

• Eligibility must be certified by the Early Learning Coalition of Escambia.

• To protect yourself, do not guarantee a child placement without a

Certificate of Eligibility.

• No Parent may be asked to supply any classroom materials or equipment

as a condition of acceptance or enrollment.

Registration for the Summer Program

• Certificates of Eligibility will be issued starting in March.

• Children must be eligible to start Kindergarten in the Fall.

• Children must be 5 years old on or before September 1

st

, and or:

¾ were not enrolled in the VPK program during the past school year.

¾ attended for less than 54 hours of VPK during the past school year

but were withdrawn for Good cause or Extreme hardship. (see Re-

Enrollment on next page)

¾ attended for less than 70% of the school year program but were

withdrawn for Extreme hardship. (see Re-Enrollment on next page)

• Eligibility must be certified by the Early Learning Coalition of Escambia.

• To protect yourself, do not guarantee a child placement without a

Certificate of Eligibility.

• No registration fee may be charged to a parent/guardian.

• No parent may be asked to supply any classroom materials, uniforms, or

equipment as a condition of acceptance or enrollment. Nor pay any

related fees.

We cannot pay for a child before the date the parent signs the C

OE

6

Re

-

enrollment Process

Completed

fewer than 10%

of instructional

hours

Completed

more than 10%

of instructional

hours

Must have completed LESS

THAN 70% of instructional

hours. To be eligible, hours

may not have reached 378 for

the school year and 210 for

the summer.

Must complete Re-

enrollment

Application Form

AWI-VPK 05

May transfer for

reason other than

“Good Cause” with

another provider of

the “SAME” type

(school year or

summer)

May re-enroll due to

“Good Cause” as one

Full FTE with a

school year or

summer program

May transfer for

reason other than

“Extreme Hardship”

with another provider

of the “SAME” type

(school year or

summer)

May re-enroll due to

“Extreme Hardship”

as one Full FTE with

a school year or

summer program

Good Cause – Parent/

guardian must provide

documentation to the

coalition verifying that the

student has been dismissed or

withdrawn due to “GOOD

CAUSE”.

See attached policy

Extreme Hardship – The pre-

school or Parent /Guardian

must provide documentation

to the coalition verifying that

the student has been

dismissed or withdrawn due

to “EXTREME

HARDSHIP”.

See attached policy

Provider paid for

unexpended

FTE

Provider paid for

Full FTE

Provider paid for

unexpended

FTE

Provider paid for

Full FTE

FTE = Full Time Enrollment with payment

Must complete Re-

enrollment

Application Form

AWI-VPK 05

Must complete

Transfer Form

AWI-VPK 06

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Certificate of Eligibility (COE)

We cannot pay for a child before the

date the parent signs the COE

Pre-school’s will write their name in box

#16.

Parent’s must sign in box #24

Also add the child’s:

Classroom- box #20

Start Date - box #21

Pre-school director or teacher signs box

#22

White copy is returned to the Coalition

immediately! Distribution is listed at the

bottom of the COE.

Child Application

¾ The Coalition is required to meet with the

parent/guardian of each child that is enrolled

¾ Parents/Guardians need to supply a copy of:

Proof of Birth Date -

EXAMPLES **

(a) Child’s birth record, or

(b) Shot Record signed by a doctor or

nurse.

Proof of Florida Residency -

EXAMPLES **

(a) Utility bills, or

(b) Bank statements/deposit slip

Proof of Guardianship (if applicable) -

EXAMPLES **

(a) Court Order, or

(b) Signed & dated statement from

parent authorizing an individual to

enroll the child in school.

¾ A copy of the parent/guardian’s photo ID will

also be requested.

** other documents may suffice, the parent/guardian should

contact our office for approval of documents not listed above.

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Parent Sign-In and Sign-Out Sheets

1. Must be used DAILY!

2. Must be on the premises during VPK class hours!

3. Electronic versions may be used if there is a

separate code for each adult who may drop off a

child.

4. Must be maintained by the provider for 6 years.

5. Must be turned in monthly.

For every VPK Program:

• The parent must be provided with a copy of the pre-school’s (center or

home) attendance policy.

• Parents must agree to comply with the attendance policy.

• Preschool has the authority to dismiss any student who does not comply

with their attendance policy.

Parents & Children

Sign-in/out sheets

The provider’s name must be on their sign in sheets; at least on the first sign-in

sheet that is scanned.

Sign-in/out forms should also have the declaration that is on the coalition form,

even if the provider has designed their own form.

Declaration for Sign-in/out forms:

Parents receiving subsidy funding must sign the child in and out each day in order

for payment to be authorized. If false information is knowingly provided, the

parent may be liable for prosecution under state law, and child care services will

be terminated. If false or inaccurate attendance information is given, that

information will be reported to the Florida Department of Law Enforcement for

action.

9

Enrollment and Transfer Reminders

• All new students must obtain a

Certificate of Eligibility

Certificate of Eligibility (COE), from the office

of the Early Learning Coalition of Escambia County before starting in a VPK

class in Escambia County.

• All transferring students must fill out a request (AWI-VPK 05 or AWI-VPK 06)

and obtain a new COE from the local Coalition office

before starting in

another VPK preschool.

• Parents seeking transfers for VPK children will be advised that the enrollment

office will contact the previous preschool to confirm the child’s actual

termination date.

• Payment for a child cannot start before the date the parent signs the COE or

the first date on which the child attends the VPK class, whichever comes

first.

Parents & Children

-

Enrollment and Transfer Reminders

Classroom Transfers within the same provider

http://www.floridajobs.org/earlylearning/policies/pdf/OEL-PG-0050-08.pdf

(f) The VPK provider must obtain the written consent of the student’s parent or

guardian before changing the student’s enrollment to another class, if the

transfer would:

1. Constitute the student’s one-time reenrollment for good cause or extreme

hardship;

2. Cause a change in the times or days of the student’s VPK class

schedule; or

3. Cause the student to complete his/her VPK hours prior to the end date of

the new VPK class schedule.

(g) The written consent referenced in (f) above should include enough information

to advise the parent or guardian of the changes which will effect their student

and to create an adequate record for the provider’s future reference.

Suggested information includes: the name of the provider, the provider’s

address, the child’s name, the child’s date of birth, the number of payable

VPK hours remaining, which of the three items listed under (f) require the

written consent why the change is necessary, and the signature of the parent.

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VPK Classes

Blended classes.—A private prekindergarten provider or public school may

organize its VPK classes as blended classes, teaching students enrolled in the

VPK program together with children who are not enrolled in the program. A

blended class may include children of any age; however, these multi-age

arrangements must not interfere with the provider’s or school’s obligation to

deliver 540 hours (school-year program) or 300 hours (summer program) of

developmentally appropriate instruction for students in the VPK program.

Both VPK students and Non-VPK students are counted toward the School or

Summer student maximums. A VPK class may not exceed—either in enrollment or a

particular day’s attendance—the maximum class size.

Ratios for School Year

4 - 10 students - requires 1 teacher

11 -18 students - requires 1 teacher + 1 assistant

Ratios for Summer

4 - 12 students - requires 1 teacher

13 - 24 students - requires 2 teachers

Monitoring

¾ Staff/Child Ratio

¾ Use of declared curriculum

¾ Sign in and out Procedures

24 students if two teachers 12/12Summer Only

12 students if one teacher18 students18 studentsMaximum size

4 students4 students4 studentsMinimum size

Private Pre-school or Public schoolPublic SchoolPrivate Pre-school

Summer program

(300 instructional hours)

s. 1002.61(6), F.S.

School-year program

(540 instructional hours)

s. 1002.55(3)(e), F.S.

VPK class size

¾ Maintaining Approved Staff

¾ Posting Necessary Information

¾ Parental Choice certificates –

long or short

VPK Programs will be monitored on a regular basis to ensure they are meeting

contractual obligations such as:

11

CLASS CALENDARS

1. Use the calendar worksheet and circle the start date. Cross off all holidays and

closed days. Count VPK calendar days. Circle the end date. No need to cross off

Saturday or Sunday

Things to think about if you provide wrap-around care:

a) What days are school children going to be at your center all day?

b) What days will school children be out of school early?

c) Will this affect your ratio?

2. Re-calculate total instructional hours if you change your calendar.

3. If you decide to change the days you have VPK class, it is important to notify the

VPK office 30 days or more before the change so that you may avoid repayment

issues.

4. Changes to the calendar without advance notification to the Coalition may be a

contract violation.

The VPK program does not pay for holidays.

Legislation provides only for payment for

classroom hours and qualified absences.

Escambia County School District Calendar

http://www.escambia.k12.fl.us

EARLY LEARNING COALITION OF ESCAMBIA COUNTY

HOLIDAYS 2009

-

2010

Monday August 24, 2009 (not a holiday) First Day of Public School

Monday September 7, 2009 Labor Day Holiday

Wednesday November 11, 2009 Veteran’s Day Holiday

Thursday November 26, 2009 Thanksgiving Day

Friday November 27, 2009 Thanksgiving Holiday

Thursday December 24, 2009 Christmas Eve

Friday December 25, 2009 Christmas Day

Friday January 1, 2010 New Year’s Day

Monday January 18, 2010 ML King Holiday

Monday May 31, 2010 Memorial Day

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CLASSROOM ENROLLMENTS

To make it easier to “class-up” the VPK children in a classroom at the

beginning of the new school year, providers are encouraged to fax a Roster of

Submission for each class. The fax number is at the top of the page.

This allows a faster, more efficient way to enroll the children. The

COE’s should be collected and brought in to the Coalition office at a convenient

time during the month or on Attendance Day.

The upcoming school year class numbers are listed, circle the room

number that will apply to this class as well as providing the teacher’s name.

Blank Forms for VPK are

available to download and print

from the ELC web site

www.elcescambia.org

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Staff Issues

• Director Credential

¾ Beginning January 1, 2007, a private prekindergarten delivering the VPK program must have a director

who has a VPK Director Endorsement, issued by DCF.

¾ If you were issued your DCF Director Credential prior to December 31, 2006, you are not required to

submit an application for the VPK Endorsement.

• Hiring new staff? Check training on DCF website (www.myflorida.com/childcare).

¾ Background screening must be COMPLETED, CLEARED and less then 5 years old, before a person

may step into the VPK classroom.

¾ Approved 5-hour Literacy course required.

¾ CDA or CDAE (no older than 5 years) or higher degree required for each lead teacher.

¾ VPK Performance Standards Training (must be completed for lead teacher) .

• Substitutes

¾ A substitute teacher is not required by policy to be pre-approved by the Coalition before they are

utilized in the classroom. The lead teacher substitute must have at least a Child Development

Associate (CDA) (no older than 5 years), literacy, and a completed background screening.

¾ The preschool MUST have the required documentation on file in their facility for short-term substitutes.

¾ A substitute may not be assigned if the VPK teacher is on the premises.

¾ No classroom may have substitutes for more than 30% of the program hours. (Not to exceed 162 hrs in

a 540 hour program, or 90 hrs in a 300 hour program.)

¾ A preschool may submit documentation for substitutes with their initial paperwork if they choose, or at

any time during the school year. List substitutes on Form AWI-VPK 11

Just a thought…

~ Your program might want to submit paperwork for multiple teachers for several classrooms even if you

think you won’t need them all. We will maintain a list of approved substitutes.

~ Be aware…you may NOT open another VPK classroom without pre-approval from the Coalition.

Notifications

¾ Notify the Coalition of all changes to pre-kindergarten instructors or pre-kindergarten directors. All

staff changes must be approved by the Coalition & new AWI-VPK 10 and/or 11 applications and

supporting documents submitted.

¾ Notify the Coalition if the provider has a temporary closure for a reason that is beyond the provider’s

control, no later than 48 hours after reopening. When possible advance notification of the closure is

preferred. Preschools may also need to contact DCF to inform them of the reason for closure and

request inspection before opening back up.

¾ Notify the Coalition of all changes in VPK class schedules at least 30 days prior to the month of

change.

¾ Submit a revised calendar worksheet because of a closure or change in schedule.

¾ The provider agrees that an initial class roster must be presented two weeks prior to the program start

date. The provider understands that children added after that point may have initial payments

delayed.

¾ The provider will bring new Certificate of Eligibility documents on Attendance Day.

¾ The provider agrees that changes to class rosters shall be made by marking the monthly attendance

sheets (see section on attendance sheets for complete text and examples);

And sending a quick email to the VPK office for terminated students [email protected].

¾ Individual exceptions may be approved by the Coalition upon receipt of a written request from the

provider.

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Attendance Day Activities:

How and When to Turn in Paperwork to the Coalition

1.

Attendance Day is the 1

st

business day of the month. Bring all paperwork to the

Coalition offices located at 3636D N

“

L

”

Street, Pensacola, FL 32505. Near the

corners of Pace & Fairfield.

2.

The Coalition office is open from 7 AM

–

7 PM the first business day of the month

only.

3.

The Coalition takes the opportunity to distribute important lite

rature and materials

and helpful tools to providers on this day.

4.

New Attendance sheets are distributed to providers. (Fig. 1) St

udent Attendance

and Parental choice certificates are given to providers the firs

t attendance day of the

new school year. (Fig. 2) (Blank sheets for both may be found o

n

www.elcescambia.org)

5.

Training information is available, registration fees for classes

can be paid.

6.

ASQ

’

s can be turned in and new ones picked up. ASQ

’

s are optional but suggested

for VPK children.

7.

Attendance & Sign

-

in/out sheets from the prior month are turned into the Coalition

at

this time. VPK and School Readiness sheets are both turned in.

8.

Certificates of Eligibility should also be brought in at this ti

me.

9.

A reimbursement payment is sent to the VPK providers on the

20th

of the month.

Pre

-

payments are received the 1

st

of the month.

10.

VPK providers have the first 4 business days of each month to tu

rn in paperwork if

they want to get paid by the 20

th

of the same month. Otherwise they will be paid the

next month.

Attendance sheets that do not match parent sign

-

in/out

sheets will be reported to the FDLE for investigation.

Fig. 1 Fig. 2

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Proper Procedures for VPK Attendance

Documentation

1. Attendance Sheets from the prior month are to be returned to the Coalition

within the first 4 business days of the month. (Fig. 1)

2. Sign-in/out sheets are turned in for VPK. Three versions to choose from. See

Reimbursement staff for advice on which one to use. (Fig. 3 – shows the basic

version)

3. Parents must sign the STUDENT ATTENDANCE AND PARENTAL CHOICE

CERTIFICATE every month. (Fig. 2) This is kept by the pre-school for at least

two years.

4. Mark days ONLY with these symbols

X

=

Child is Present for VPK Class

E

=

Any absence

T

=

Child is no longer in the VPK Class.

N

=

Child is absent but not eligible for reimbursement. (may still b

e in

wrap

-

around care on that day)

C

=

Closure due to special circumstances that are defined by the

Coalition before it is used. (i.e., hurricanes)

No other notations are allowable.

Fig. 1

Fig. 2

Fig. 3

Attendance sheets that do not match parent sign

-

in/out

sheets will be reported to the FDLE for investigation.

16

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Marking Attendance Sheets

1.

If a child has terminated enrollment in the VPK class: Put the l

etter T after the

last X.

The last X marks the last day a child attended the pre

-

school for VPK

services.

2.

If the letters

X, E

N, or T

are not in the space, we

will

mark it as a non

-

payable

day. C is only used when the Coalition approves a paid day for

catastrophic

reasons, such as hurricanes, tornadoes, etc.

3.

If you do not make notations every day on the attendance sheet y

ou may want

to refer to the parent sign

-

in/sign

-

out sheets when completing the attendance

sheet .

4.

Changes to class rosters shall be made by marking the monthly at

tendance

sheet:



Write in names of children being added.



Write in names of children missing from the sheet.



Cross through the names of children no longer enrolled.



The person making the change shall initial all changes.



The change should be marked with a written comment

such as parent withdrew child; child transferred to another

classroom; child has extended illness; or child never

attended.

5.

Any changes to class enrollees should be called in to the Enroll

ment office at

595

-

5439 or emailed immediately to

[email protected]

.

X

T

17

Uniform Attendance Policy for Funding (VPK)

For further clarification see www.flrules.org

The information provided in this document is based on Florida Rule 60BB-8.204.

Absences will be paid for a child until the program’s 20% mark. That would be

108 hrs for 540 hr program or 60 hrs for a 300 hr program. After which, no special

circumstances will be considered. The policy states that no back up

documentation need be submitted to the coalition. A preschool may require

documentation as per their attendance policy for their school.

Per calendar month: the total of each child’s reimbursement, for that month, may

contain a maximum of 20% reimbursement for absences that have occurred

during that month. At the end of the program year, any additional absence monies

owed to a provider will be considered during the final adjustment process.

Due to the nature of VPK policies, calculations may be rounded down to the

nearest whole number for purposes of calculating the monthly allowance.

Examples of total days to be paid for a given month:

Temporary Closures

Temporary closures are payable up to 10 days. If multiple closures are required the

dates closed shall be combined and payable for a maximum of 10 instructional days.

If the temporary closure is caused by circumstances beyond the providers control (e.g.,

hurricanes, power outages) or due to local, state or federal emergency declaration no

documentation is needed however documentation is required if the provider is closed for

reasons within a provider’s control. If a state of emergency is not declared to exist the

provider must provide written documentation to the Coalition.

If the provider temporarily closes for more than 10 days the provider must revise the

class schedule to restore each instructional day after the 10

th

and may not extend

beyond the last day by which the VPK class is required to complete instruction.

3 days of paid absences, the rest to

be adjusted at the end of the program

18 class days4 hr a day, M-Th

4 days of paid absences, the rest to

be adjusted at the end of the program

21 class days3.5 hr a day, M-F

4 days of paid absences, the rest to

be adjusted at the end of the program

21 class days3 hr a day, M-F

Total payable absences allowed in

reimbursement payment.

September Class DaysTime Frame

18

VPK to Kindergarten Transfer Forms

A process was initiated during the VPK School year of 2008-2009. The purpose

of this is to provide a continuity of care for the children as they move from the

Voluntary Prekindergarten program into a Kindergarten classroom which is most

likely not at the same school as the former VPK class. This is to help ensure that

any helps or monitoring that would benefit the child will not be delayed.

Two forms are given to providers at the beginning of the VPK School Year.

1. Parent Consent Form VPK Transition to Kindergarten. (Fig.1) This Is given

to a parent to sign towards the beginning of the school year.

2. Voluntary Prekindergarten Transfer to Kindergarten. (Fig.2) This is to be

Completed By The VPK Classroom Teacher as the school year comes to

an end.

Both forms for a child must be turned into the Early Learning Coalition the next

attendance day after the child leaves the preschool.

As the end of the classroom year approaches, a teacher might want to consider

filling in the child’s information. Especially noting if there are any issues that

should be considered by the new teacher in the child’s Kindergarten class.

The principal of the school in which the child starts Kindergarten will be given a

password to allow them to obtain a report pertaining to those children in that

particular school.

If more information is needed concerning this process, please call Linda Hoff at

850.595.5438 or Diane Hutcherson at 850.595.5400

Fig.1

Fig.2

All forms are due by May 1

st

or after

the child leaves your program

19

In Escambia County contact:

Linda Hoff, VPK Provider Support Coordinator

595.5438

Please contact me with any questions concerning:

VPK classroom environments, Curriculum, Training Requirements,

Provider contracts, Required program & Staff Documentation, VPK

program monitoring

Kitty McKenzie, VPK Registration Coordinator

595.5439

Please ask me anything regarding Child registrations, Proper

documentation, Transfers, Terminations, Last date to register

Gloria Wilson VPK Reimbursement Coordinator

595.5251

Please make sure you contact me with any questions you may have

concerning your Reimbursements, Attendances, or Calendars

Diane Hutcherson, Executive Director 595.5402

Early Learning Coalition Front Desk 595.5400

Early Learning Coalition Fax 595.5405

www.elcescambia.org – Escambia County Coalition website

http://www.floridajobs.org/earlylearning/VPK%20Program.html – State of Florida VPK website

www.myflorida.com/childcare - Dept of Children & Families

www.floridajobs.org/earlylearning - Office of Early Learning

https://vpk.fldoe.org/ - Dept. of Education VPK Provider Readiness Rate

Early Learning Coalition of Escambia County

VPK Office Contacts

20

Definitions and

Appendix

21

1. ASQ - Ages and Stages Questionnaire

2. Absence - an instructional day from which a child is absent from a VPK program during the hours of VPK

at that facility. Total not to exceed 20% of the entire hours a child has attended VPK for the year.

3. Admission - is a step in the process of enrolling a child in the VPK program. It means a VPK provider

agrees to enroll (or admit) the child to its VPK program.

4. Attendance - an instructional day, either in whole or in part, that a child is present (or attends) a VPK

program.

5. Attendance Policy - the written information from the provider to the parent advising the parent of the

provider’s rules, requirements, and expectations for attendance, etc.

6. Attendance Sheet - the document provider’s use to capture a child’s attendance for each instructional

day, either in whole or in part, that a child is present (or attends) a VPK program. These are turned into

the Coalition the beginning of the following month.

7. Certificate of Eligibility (COE) - the document issued by the coalition to a parent authorizing the child’s

eligibility to be enrolled in a VPK class.

8. Child Application - Form AWI-VPK 01 (Child Application) incorporated by reference in Rule 60BB-8.201,

F.A.C.

9. Class application - Form AWI-VPK 11 (Class Registration Application) incorporated by reference in Rule

60BB-8.030, F.A.C.

10. Class Calendar - the annual calendar that shows start & stop dates for the VPK class and all non-VPK

days. Declared on AWI-VPK 11.

11. Class Schedule - planned start & stop times and days of week provider will be conducting the VPK

class. Declared on AWI-VPK 11.

12. Coalition - the Early Learning Coalition of Escambia County, created under Section 411.01(5), F.S.

13. Director - an onsite person ultimately responsible for the overall operation of a private prekindergarten

provider or, alternatively, of the provider's prekindergarten program, regardless of whether the person is

the owner or the provider. Also called pre-kindergarten director.

14. EFS Enhanced Field System – Statewide information system used for several functions including

intake, eligibility determination, case management, and payment to providers for programs.

15. Enrollment - the final step in the process of entering (or enrolling) a child in the VPK program. It means

officially entering the child’s name in EFS as a VPK student.

16. FTE - payment category from School Readiness reimbursement for vouchered child care for Full Time

Enrollment in child care.

17. Instructional day - a calendar day that a VPK provider delivers scheduled instruction for the VPK

program.

18. Instructional hours - those hours in the day scheduled for VPK instruction.

19. Instructor/Teacher Prekindergarten instructor - a teacher or child care personnel as defined in s.

402.302

who provide instruction to students in the Voluntary Prekindergarten Education Program. Also

called pre-kindergarten instructor.

20. Instructor Assistant/Teacher Assistant - For each prekindergarten class composed of 11 or more

students, in addition to a prekindergarten instructor who meets the requirements of subparagraph 1., the

class will have at least one prekindergarten instructor (assistant) who meets the requirements of s.

1002.55

(3)(c)(2)(d) “Each prekindergarten instructor employed by the private prekindergarten provider

must be of good moral character, must be screened using the level 2 screening standards in s. 435.04

before employment and rescreened at least once every 5 years, must be denied employment or

terminated if required under s. 435.06

, and must not be ineligible to teach in a public school because his

or her educator certificate is suspended or revoked.”

21. Parent (parent/guardian) - has the same meaning as the term defined in Section 1000.21, F.S.

22. Non-payable absence - an instructional day from which a child is absent from a VPK program. These

days are non-reimbursable.

Definitions

pg. 1

22

Definitions

pg. 2

23. Pre-Payments - Advanced monthly payment to providers for VPK services. Actual child payments are

reconciled monthly based on actual child participation.

24. Private Pay Contract - agreement for services between provider and parents not paid for by Coalition

funding.

25. Program year - the annual period beginning in one calendar year on the first day that a school-year

program may begin instruction under subsection 60BB-8.451(1), F.A.C., and ending in the next

calendar year on the last day by which a summer program must complete instruction under subsection

60BB-8.451(2), F.A.C. A program year is designated by the corresponding calendar years (e.g., 2007-

2008, 2008-2009).

26. Provider application - Form AWI-VPK 10 (Statewide Provider Registration Application) incorporated

by reference in Rule 60BB-8.300, F.A.C.

27. Qualified contractor - an entity performing the duties of the coalition under contract, including

conducting the parent orientation session or video exhibition; registering a provider, child or class;

determining child or provider eligibility; and enrolling children in the statewide information system. This

definition does not include a private entity that derives more than 5 percent of its income, excluding

income that the entity derives from the Federal Government for Head Start, from providing child care as

defined in Section 402.302, F.S. This definition does not include a school district or public school. A

coalition is ultimately responsible for its duties when they are performed by a qualified contractor.

28. Re-enrollment - The enrollment of eligible children into a different VPK program type or same type.

(school year or summer) Form is only obtainable at the coalition office.

29. Registration - a step in the enrollment process. To register a child in the VPK program means to

submit the Child Application form and supporting documents to a coalition for evaluation, in order to

determine the child’s eligibility for the program.

30. Registration Fee - any dollar amount required by a pre-school to hold a place of enrollment or serve

as a down payment for services. A provider may not require a registration fee. If a provider accepts a

registration fee for a VPK child, the money must be refunded to the parent prior to the starting date of

the VPK program.

31. School-year program - a school-year prekindergarten program delivered by a private provider under

Section 1002.55, F.S., or by a public school under Section 1002.63, F.S.

32. Sign-in and Sign-out sheets - the form provided by the provider wherein a parent DAILY signs in and

notes the time of day they drop off their child at the pre-school and sign again as they pick up their child

and note the time they leave at the end of the day. Some providers use electronic methods. Sign-

in/Sign-out sheets for the current month must be on-site and turned in to the Coalition for

reimbursement.

33. Student Attendance And Parental Choice Certificate -formprinted out of EFS, parents sign once a

month to indicate they will continue to enroll their child at the current VPK pre-school.

34. Summer program - a summer pre-kindergarten program delivered by a private provider or public

school under Section 1002.61, F.S. Instruction may start May 1st and must end the week before the

new fall program begins.

35. VPK class - a private provider’s or public school’s prekindergarten class that includes a child in the

VPK program.

36. VPK Director Endorsement - credential Issued by the Department of Children and Families. For

prekindergarten directors of private providers delivering the VPK program. Required for a new director

of a VPK program after December 2006.

37. VPK program - the Voluntary Prekindergarten Education program created under Section 1002.53, F.S.,

and which is organized, designed, and delivered in accordance with Section 1(b) and (c), Article IX of

the State Constitution.

38. VPK provider - a provider delivering the VPK program. There are two types of VPK providers: private

prekindergarten providers as defined in Section 1002.51, F.S. and public schools.

39. VPK site - the permanent physical location where a private provider or public school delivers instruction

for the VPK program.

Statutory References including 1002.79(2) FS. Law Implemented 1002.51, 1002.53(2), (4), 1002.55(2), (3)(g), 1002.61(2)(a), (7)(a), 1002.63(2),

(8)(a), 1002.71(2), (6)(d), 1002.75(2)(a), (c), (d) FS. History–New 1-19-06, Amended 5-24-07.

23

24

Forms in order of discussion within this handbook

on page

Certificate of Eligibility (AWI-VPK 02) 5

Re-Enrollment Application (AWI-VPK 05) 6

Informed Parental Consent for Provider Transfers and Class Transf. (AWI-VPK 06) 6

VPK Child Application (AWI-VPK 01) & Parent Attestation 7

Parent Sign-in/Sign-out Sheet (JULY 07 ELCEC) 8

Informed Parental Consent for Delayed Enrollment (AWI-VPK 04) 9

Calendar Worksheet for VPK Class Days with Calculation Helps 10

VPK Class Roster Submission Form 11

Parental Choice Certificate (Long and Short) (AWI-VPK 03L & 03S) 13

Blank VPK Attendance Sheet for August 2009 13

Parent Consent Form VPK Transition to Kindergarten 17

Voluntary Prekindergarten Transfer to Kindergarten 17

APPENDIX

These Blank Forms for VPK and Others are

available to download and print from the ELC

web site www.elcescambia.org