Voluntary Registration Training

1. Voluntary Registration Training LaTasha Smith lsmith@childsavers.org (804) 591-3923

2. What is Voluntary Registration? A Voluntarily Registered Family Day home serves five or fewer children, exclusive of the provider’s own children and any children who reside in the home, at any one time. Voluntary Registration of family day homes was created by the Virginia General Assembly in 1991 to give small family day homes voluntary access to a less demanding form of regulation than the requirements for licensure while still reducing the health and safety risks to children. Voluntary Registration gives parents another option for child care and allows the providers to qualify for United States Department of Agriculture (USDA) food subsidies. It also allows providers the opportunity to receive referrals for family day care from parents receiving assistance with child care (subsidy) Note: As of July 1, 2016, all VR homes will be reduced from five children to four children. If you provide care for more than five children after that date, you must be state licensed.

3. Benefits of being Voluntary Registered VR providers can participate in the USDA food program and receive reimbursements for applicable meals served to children; VR providers can participate in the “subsidy” program and receive payments to care for children whose parents are eligible for assistance with child care; VR certificates are issued for a two-year period unlike the child care subsidy approval process, which only lasts as long as “subsidy” children are enrolled in an unregulated home; VR homes are listed on the Virginia Department of Social Services (VDSS) website used by parents to locate child care options; VR providers can assure parents that they are in compliance with basic health and safety requirements, that the home has been inspected, and that applicable background checks have been completed.

4. Requirements for becoming Voluntary Registered The approved provider (and substitute) must be at least 18 years old. An assistant must be at least 14 years old. The provider, substitute and any assistants must be able to read, write, understand, and carry out the VR Regulations The provider, substitute and assistant(s) must be physically and mentally able to ensure children’s safety is not jeopardized.

5. How do I get started? Complete this Power point presentation and assessment. Download and print all necessary forms from the ChildSavers.org website. Contact LaTasha Smith @ 805-591-3923 or email lsmith@childsavers.org if you need help with accessing or printing materials.

6. What is in the Application Packet? An overview of the VR program The application (must be notarized) How to complete backgrounds Forms for 2 types of background checks: ◦ Criminal History Record Request (must be notarized) ◦ Child Abuse Registry Clearance (must be notarized) A Sworn Disclosure Statement A form for a TB Screening A Health and Safety Checklist

7. Who will need to complete backgrounds? The provider and any substitute provider need both background checks, and must sign the Sworn Disclosure. All adult residents in the home over 18 need both background checks, and must sign the Sworn Disclosure. A resident child age 14 or over needs only the Child Abuse Registry Clearance An assistant, no matter the age, must sign the Sworn Disclosure. The background checks can be no more than 90 days old.

8. Are there fee’s for becoming Voluntary Registered? The non-refundable application fee is $50 for a 2-year certificate (must be a money order made out to ChildSavers) If you pay by check there is a 10 day holding period. The Criminal History Record Request is $20 per person (must be a money order) The Child Abuse Registry Release of Information Form is $10 per person (must be a money order)

9. How long does it take to become Voluntary Registered? The time varies, depending on how long it takes for you to receive your backgrounds back. We recommend that you start by completing all the Criminal History and Central Registry Clearance forms required for your household. The background checks can take several weeks to process so doing them first will keep the process moving. Send in the completed, notarized forms, with appropriate payment, to ChildSavers.

10. CPS– Central Registry • You are requesting the search • Make sure that you don’t leave blanks on the forms. Incompletes will be returned and can cause a delay in processing your application. • Print legibly and in ink • Make sure that this document is notarized • There is a $10.00 fee that you must submit with your form. • Everyone living in the home 14 years and older must complete this form. • Mail to the address on the form

11. CRIMINAL RECORD SP 167 • This form is to be filled out on the provider ONLY. • This form must be notarized. • This form is mailed back to you. • You must do the Criminal and Sex offender background check. • Check the $20.00 fee box. • This form can be done online.

12. Criminal Records SP 230 • This is mailed back to you. • This form must be done for all adults living in your home and working with the children 18 and over. • Fill in everything, no blanks • Check the criminal and sex offender • $20 Money order • Need to complete 2 for each adult unless you go online • You can go online to complete these • You can pay online but do not have to • You will print the criminal record and mail it in

13. Barrier Crimes • Any felony that is not 5 years old will stop you from doing child care. • A barrier crime is a crime against a person (adult, child). • Examples: • Bad check – okay • Cursing in public – okay • Convicted of assault – not okay • Convicted of Arson – not okay

14. Sworn Disclosure Statement • Complete all information • Anyone 18 years or older must complete this form. • This form must match your criminal record • Have you been convicted of a crime in Virginia? • Have you been convicted of crime outside of Virginia?

15. TB Results • Anyone 18 years or older must complete this form • Any medical facility • Can be a copy • Can be done by: skin test x-ray Verbal screening • Must have a doctor’s signature, with a current date. • Must be within 90 days of the time you turned in your application

16. Health and Safety Checklist • Filling out the Health and safety checklist • P is for Provider • S is for screener • Sign and fill out information on back of checklist • Have it filled out and ready for your inspector. • Make sure you put a P even if the statement does not apply to you.

17. Recap Health and Safety Checklist • Flashlight • Fencing • Hand rails • Cords • Cribs • Safety gates • Outlets/wires • Cleaning supplies • Knives • Guns • Hand washing • Smoke free environment • Discipline • Mandated reporter • Each child needs their own form • Assistants or Substitutes • If you move, change your phone number, or there is a name change we need to know

18. The Children’s Records • Child’s records: • There are 5 forms to be in each child’s file. • Enrollment form • Physical and immunization form • Medical Administration form • Insurance form • Emergency release form. • You need one for each child in care. • All information needs to be completed.

19. Proof of Identity • What types of documentation is acceptable • Birth certificate • Birth registration card • Notification of birth (Hospital, DR, or Midwife record) • Passport • Copy of placement agreement or entrustment agreement from a child placing agency (foster care or adoption agency) • Virginia public school records • Certification by a principal of a public school in the U.S., that a certified copy of the child’s birth record was viewed by the school

20. Proof of Identity • This must be completed within 7 days of the child starting • What happens if they parent doesn’t show you proof of identity • You must have the proof of identity filled out on the child’s record form • What happens once you report to the law enforcement • You do not have to stop caring for the child • You need to have the child’s past child care facilities Child’s Enrollment Form • Make copies, one for each child. • Have parents fill in all the information.

21. Provider Checklist • The Provider checklist and Children’s record requirement forms should be completed before the home inspection. • If you have no children you do not need to complete until you have children. Medication Permission • You must have permission to give medication to children. • You only need to fill this form out if you are administering medication to a child. • The form only gives you permission to give the medication for 10 days.

22. Medical Form • Needs to be signed by a doctor • Page 1 the parent fills out, page 2 & 3 the doctor’s office fills out • Parents have 30 days to return the form to you • Needs to be kept up to date Emergency Release Form • One in each child’s file. • Filled out completely. • Signed by parent.

23. Floor Plan / Evacuation Plan • You need a floor plan for each level of your home, if you are caring for children on those levels • Questions to think about • Documentation of monthly fire drills • Think about your environment • State law requires: • Working smoke detectors • You to have a fire extinguisher 2A10BC

24. Field Trips • If you intend to do field trips you will need to fill out the “Permission to Take Child on Trips” form. • You must follow safety regulations for car seats • You need to fill a new form out each time you go on a trip. Injury Report • You need to fill out an injury form if a child is injured in your care. • Parents should be notified of serious injuries immediately • Your inspector should be notified of serious injuries or death within 24 hours.

25. Insurance Form • The State of Virginia says you do not have to have insurance but you have to let the parents know you do not have insurance. If you have insurance you have let them know and the amount of coverage you have. • If you change the amount you carry you must disclose that to your parents • The parents must sign and date the form • Kept in child file, one per child • There are a few companies who offer child care insurance, something to look into

26. Medication Administration Training • If you are going to administer prescription medication you will need to take the MAT training • If you are only going to give over the counter medication with the parents permission, you do not need the training • Either way you need to have the MAT form filled out for each child • The MAT training is an 8 hour training, cost anywhere from $50 and up, and must be renewed every three years.

27. Crib Guidelines • You need to call Consumer Product Information • List model number for all cribs on form • Call yearly • If you are not currently caring for infants check and sign on the bottom • If you will not care for infants check and sign on the bottom

28. Pet Guidelines • You need to fill out this form if you have pets or not. • Your dog needs to be up to date with his rabies shot. • Children and pets should be kept separate.

29. 5 is the Magic Number! • You can only care for 5 children at one time. • 5 is your capacity. • Your own children or any child living in your house do not count in your number of children. • You can care for a 5 children from 8 to 5, • 5 different children from 5:30 to 11, and 5 children 11:30 till 7:00. • You can not overlap children.

30. Point System • Infants 0 to 15 months = 4 points • Toddlers 16 mths to 23 mths = 3 points • Children 2 years to 4 years = 2 points • Children 5 years to 9 years = 1 point • Children 10 years and up = 0 points • You have a total of 16 points • Your children count in your points • You can only care for 5 children at one time.

31. Example Mary has a 2 year old, 14 month old, 10 month old, and 6 month old. How many points does Mary have? 2 year old = 2 points 14 month = 4 points 10 month = 4 points 6 months = 4 points Total points? Can she take another child? If so how old can that child be?

32. Things to Remember • Fill out all forms and send it to the proper place. • Fill out the application and have it notarized. • Get your TB results • Fill out your Sworn Disclosure. • Once you get all the information back (CPS and CR checks) mail all the above to ChildSavers • Remember that you need to have this for all adults living in your home and any assistants or substitutes (except the application). • I will call you to set up an inspection of your home. • You will then go over the Health and Safety Checklist and complete all other paperwork before I come to visit.

33. INFANTS SIDS (Sudden Infant Death Syndrome) is the unexpected death of seemingly healthy babies 12 months or younger Back To Sleep (Always put healthy babies to sleep on their backs for naps and at bedtime). Avoid overheating Smoking and Second Hand Smoke Do not have more than one baby per crib Infants should sleep in cribs and not on beds.

34. The Children • Encourage children to develop • They need plenty of time to rest and play • Activities that are appropriate for their age and development • Discipline should never be physical • A daily schedule will help you and the children • Read, read, and read some more to the children

35. Last Thoughts • This is a licensing Program. You could have a visit from a license inspector. 10% of homes are inspected yearly. • You are not required to obtain training unless you work with DSS. They require you to have 4 hours of training per year. • Training will help you to improve your business. • Check your zoning laws, if your apartment will allow you to run a business, and your home owners association.

36. Websites • Tips calendar: http://www.dss.virginia.gov/family/cc_providertrain/tips.cgi • Department of Social Service Website: http://www.dss.state.va.us/ • Virginia Department of Health http://www.vahealth.org http://www.vahealth.org/childadolescenthealth/documents/MCH_213_Draft_revised_2.28.07.pdf • Virginia State Police Website http://www.vsp.state.va.us/