Division of Child Care STARS Interim Report. What is an interim report? Programs participating in...

Division of Child Care Division of Child Care STARS Interim ReportSTARS Interim Report

What is an interim report?

Programs participating in the STARS for KIDS NOW program must demonstrate continued compliance with the program standards by completing the STARS Interim Report.

The STARS Interim Report must be submitted annually by the STARS anniversary date during non-rating years.

Cabinet for Health and Family Services

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What is an interim report?

The STARS Interim Report is completed by all STARS-rated

facilities who hold a STARS level 2 -4.


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What is an anniversary date?


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A program’s “STARS Anniversary Date”

is the date one year forward from the

date the current STARS rating was

initially approved. This date is the STARS

expiration month and day located on the

STARS certificate.

When is the interim report due?

Section 10. Interim Report. (1) Except during a renewal year, a STARS Level 2, 3 or 4 center shall complete and submit to the cabinet or its designee prior to the anniversary dateprior to the anniversary date a:

(a) DCC-413, STARS for KIDS NOW Interim Report Standards Documentation; and a,

(b) DCC-414, STARS for KIDS NOW Interim Report Staff Training Documentation for each staff person, including the director.


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922 KAR 2:170 ( Type I Licensed Programs) 922 KAR 2:210 (Type II & Certified Family Child Care Homes)

When is the interim report due?

Reports should be submitted to the Division of Child Care 30 days prior to the anniversary date.

Examples:

A two-STARS certificate approved on July 30, 2010 and expires on July 30, 2012; must submit an interim report before July 30, 2011

A four-STARS certificate approved on July 30, 2010 and expires on July 30, 2014; must submit an interim report before July 30, 2011; July 30, 2012; and July 30, 2013


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When will I receive the interim report?

The STARS Interim Report packet will be sent to the STARS rated program from the Division of Child Care (DCC) at least four (4) months prior

to a facility’s anniversary month.


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The interim report forms are also available on our website.

http://chfs.ky.gov/dcbs/dcc/stars/starsproviderinfo.htm

What information will I need for the DCC-413?


8The center’s demographic information

This section will ask when you completed an Improvement Plan

for each environmental rating scale.

This section asks for the date of your family

involvement plan and you will list the

activities.

Additional Information Required


9The DCC-413 Family feedback

procedure date

Identify changes in benefits offered to staff.

Date of expiration of National

Accreditation.

Type I Level 4 Enhanced: Health

Insurance information

Date of last visit by licensing surveyorBe sure to sign and

date.List date and amount of any CMP’s

What information will I need for the DCC-414?


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Center demographic information

This information will be specific to each staff member.

List annual training clock hours only for the Director or person in

charge. List degrees and certificates on all staff

for a level 3 & 4.

Complete on each staff member in facility

*Note: License Type II providers must list annual training clock hours for all staff.

Additional Information


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Total all training hours for Director, or Person in Charge or

License Type II program. Training hours must be for previous 12

months from hire date to hire date

Owner/Director will verify the information

listed is correct. Be sure to sign and date.

The DCC-414

Common Mistakes on the DCC-413


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Missing or Incomplete Information Be sure to fill in ALL applicable information within ALL sections.

Environment Rating Scale (ERS) Improvement Plan

date missing or plan(s) was not written within the past 12 months

ERS Improvement Plan is an annual plan

Supporting Documentation not attached Be sure to attach accreditation certificate and/or health

insurance documentation (if applicable)

Common Mistakes on the DCC-414


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STARS Level 3 or 4, fifty percent (50%) of teaching staff does not have entry level credential or higher

Be sure to fill in ALL applicable information within ALL sections. Include current copies of credentials, certificates and degrees

STARS Level 3 or 4, fifty percent (50%) of staff working with children does not have current CPR/First Aid

Training Be sure to complete a DCC-414 for all staff .

Director does not meet training requirement for current STARS level Check to make sure that Director meets requirements for

current STARS level.

What do I attach?


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DCC-413 Attach a copy of accreditation certificate (if

applicable) Attach a copy of health insurance policy (if

applicable)DCC-414

Attach copy of current credential of staff member Attach copy of transcript showing field of study

for any degree Attach copy of transcript showing course

completion for college courses only

We DO NOTDO NOT need…


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Copies of training certificates showing clock hours

Copies of FA/CPR certificationCopy of ERS Improvement Plan or Family

Involvement PlanCopy of Staff Development Plan, Training

Plan or Staff EvaluationCopy of STARS Overview sign-in sheet

Be sure to keep ALL of these on file and Be sure to keep ALL of these on file and currentcurrent. These items will be reviewed . These items will be reviewed

during your next Standards Review Visit.during your next Standards Review Visit.

Frequently Asked Questions


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What time period am I using to list my Family Involvement Activities on the DCC-413?

- You will need to list those activities that take place during the calendar year of your anniversary.

Do I need to list training I am taking during this current year?- No. You do not need to include training you will be taking for this year.

Please list hire date to hire date training for a full twelve (12) months.



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Who needs to write my Annual Improvement Plan?- STARS regulation states the improvement plan is to be written by the

director with assistance from the cabinet or its designee( your SQC), if requested.

Do I need to send in training certificates?- No. Do not send training certificates showing clock hours of training.

Can I use a print out from ECE-TRIS to verify my training?- Yes. Please be sure that the training listed on the ECE-TRIS print out

falls within your training calculation timeframe.



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At Level 3 and 4, my CDA or accreditation has expired, I know I will not be able to renew my current level should I submit the interim report or wait for my re-rating?

- All Level 2-4 programs will be required to submit an Interim Report. Failure to submit the report will result in a re-evaluation of the program. Determination of outcome will be based upon review findings.

What can happen if I do not return the

STARS Interim Report?


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922 KAR 2:170 ( Type I Licensed Programs) 922 KAR 2:210 (Type II & Certified Family Child Care Homes)

Section 12. Conditions Requiring Re-evaluation. (1) Reevaluation of a center’s quality rating certificate and associated level shall be conducted if the: (d) Center fails to return the DCC-413 or DCC-414.

Re-evaluationRe-evaluation


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Failure to return the Interim Report will result in a re-evaluation of the program. or

Any STARS program changing locations will result in a re-evaluation of the program.

The re-evaluation may consist of a new onsite review of the currentSTARS standards, a new environment rating visit, or a desk audit. The program will be informed that they are being re-evaluated and the date of the actual review is unannounced.

Is assistance available if I need it?

You may contact your STARS Quality Coordinator (SQC) for assistance.

You may also contact the Division of Child Care for assistance.


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We are here to answer your questions!


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Contact a STARS Quality Coordinator at:http://www.kentuckypartnership.org/QEI/qc.asphttp://www.kentuckypartnership.org/QEI/qc.asp

or at (800) 956-8950.

Contact the Division of Child Care at: (800) 421-1903

orby e-mail at:

[email protected]@ky.gov

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