KEYSTONE STARS FINANCIAL AWARDS PROGRAM

1. Just a few reminders …… KEYSTONE STARS FINANCIAL AWARDS PROGRAM

2. Agenda • General Guidelines • Types of Awards • Enrollment Calculation Tool • Tips • Application Document • Family Homes & Group Homes • Filling out the application • Good to Know • Timeline • Receipts • Continuing Support

3. Please Remember • Grants have their foundation in, and are regulated by, State and Federal regulations and statutes • Will this grant meet the Audit Test - Federal -State - Independent - 60 Minutes or the NEWS • The Key is here to help ensure that we collectively meet the audit test • Grant funds are contingent upon availability of State funds and are not “entitlements”

4. Types of Awards • Start with STARS • Center & Group Homes • Family Child Care Homes • Support • STAR 1 only • One in a fiscal year and only 2 maximum • Merit/ERA (MERA) • STAR 2 or higher • STAR 2 Merit once a year for up to 3 years – extended for 2 years with CQI • STAR 2 ERA beyond 5 years

5. When does the Grant Process Really Start? • It begins no later than at the Pre Designation Visit • Obtain an application from your STARS Manager at the end of your meeting • Submit the application within 10 days of your designation date • Understand the Enrollment Calculation Tool

6. Why Do We Use The ECT • Helps us all to know the number of children impacted by STARS! This is very important…..very impactful! • Assists providers in making budget projections, creating staff schedules, and maintaining enrollment. • For providers eligible for STARS Financial Awards, this tool is used to determine the size of the provider’s Award.

7. What Period Do We Use • Timeframes for calculating FTE align with the Early Learning Network (ELN) data points • Contact your STARS Manager for help with completing the forms • The application cannot be processed without 2 ECTs

8. Application Tips • Legible – printed in black ink or typed • Additional pages are acceptable with titles and page/paragraph references • Name of Provider, MPI Number, County on the top of each page • Submit the original – retain a copy in your 2011-2012 grant file records

9. Tips • May only be used for child care related expenditures • SWS grant is only available 1 time • May remain SWS for a maximum of 1 year • Cannot use funds to supplant other funding • Use funds for quality improvement above and beyond basic operations to meet DPW Certification Regulations

10. Application Document • Checklist items correspond to items found in DPW regulations, CFOC National Health & Safety Standards, & ERS

11. Environmental Rating Scale (ERS) • Use ERS on-line scales to guide selection of appropriate materials • Obtain the recommended items before purchasing supplementary materials • Learning vendor websites can help to develop appropriate & rich learning environments for children

12. Application Document - continued • Place a check in the Strength or Need to Address column • Use comment column for noting changes needed for the facility • Identify items to be purchased in the Grant Request column • Place a check in the appropriate age group column • Identify unit cost, quantity, and total cost • Transfer totals to page 8 • Sign the Attestation

13. Price Quotes • Multiple quotes for items $3000 or more • Identical merchandise/purchases/services • State provider will any pay difference between quote and amount requested • Check for ASTM approval • Consider longevity of the item

14. PD and Technology • Access DPW funded PD, voucher program, or STARS TA before utilizing grant funds • Consider technology and internet needs • All facilities should have a functional computer with internet access & printing capabilities • Child care management software • A location email is required for all providers

15. Grant Processing Time • Maximum 60 days between date of grant receipt and check issued, HOWEVER • Completeness of application affects the 60 days • Designation date may affect start date • Continual contact will be made with the site • No lapses across a 2 week timeframe • Contact your STARS Manager

16. Spending Timeline • All expenditures must be completed within 90 days of the check date or by June, 30, 2012 – whichever comes first • Agreement will specify Expense Report due date • Extensions are only given for items that cannot be purchased within the 90 day timeframe (i.e. some PD events or insurance premiums) – not guaranteed • Extensions are not given to extend the time for purchasing standard items or to complete the expense report

17. Receipts • Receipts required for all expenditures excluding payroll, benefits, & ERAs • Copies of receipts – not originals • Providers will summarize all purchases/expenses on the Receipts Summary Form • Instructions will be provided with the grant agreement • Additional training and access to tutorials will be provided

18. Continuing Support • Webinars • PA Key • NE Key 610-437-6000 • STARS Manager • Specialists – aligned by county • Kathy • Sue • Cristin • Assistant Director Grants – Rick Parker