Notification of Parents 620-01-115-10-01

(Revised 5/1/24 ML #3820)

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When a provider or staff member of a licensed, self-declared, or registered program is the subject of a Correction Order, Corrective Action, or Child Protection Services (CPS) assessment, the Licensing Specialist shall ensure all parents of children receiving care in the child care are notified of the Correction Order, Corrective Action, or CPS assessment.

 

All Parent Notification Letters and documentation shall be uploaded into the provider’s record within the Licensing System.

 

Parent Notification of Correction Orders

• Within 3 business days the program is required to notify the parent of each child that a Correction Order has been issued.

• The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system into the provider record prior to the Correction Order being completed/closed.

 

Parent Notification of Corrective Actions

• Provisional Licenses

  • The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system into the provider record prior to the Provisional License being closed.

• Restrictions and MOUs

  • Programs shall notify parents if a specific person or pet is restricted from the program within 3 days of the Restriction/MOU being issued.

  • The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system into the provider record.

• Intent to Deny and Intent to Revoke

  • The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system into the provider record prior to the corrective action being completed/closed.

• Denial

  • A program with an active license shall notify parents of the Department’s decision to deny a license renewal.

  • The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system into the provider’s record.

• Prohibitions

  • The Provider shall post the Prohibition Notice and notify parents of the action.

  • The Licensing Specialist shall receive a copy of the parent notification and the copy shall be uploaded to the licensing system and into the provider record.

• Suspensions refer to Policy 620-01-120-30

  • Once the Suspension Notification is issued the Licensing Specialist shall notify parents of the Suspension by either:

    • handing a letter to parents as they pick up their children; OR

    • the letter may be mailed to the parents.

  • The Licensing Specialist shall upload the letter to the licensing system and into the provider's record.

  • The letter given to parents shall include contact information for Child Care Resource and Referral.

• Revocations

  • The Licensing Specialist shall send a parent notification letter to the parents enrolled in the program once it is confirmed the program received the Revocation Notice. The Licensing Specialist shall upload the letter to the licensing system and into the provider's record.

  • The Licensing Specialist shall send a second parent notification letter to parents once the Revocation is final. The Licensing Specialist shall upload the letter to the licensing system and into the provider's record.

 

Child Protection Services (CPS) Joint Assessments

Within one business days of a joint assessment onset the Licensing Specialist shall:

• update the Parent Notification Letter with specific program information and send via email to the CPS staff assigned to the assessment

• work with the program to collect current addresses of all children enrolled in the program

  • If program is unwilling to send the addresses, the Licensing Specialist is to contact their supervisor or the Licensing Administrator for assistance with contacting the program or decide if Law Enforcement will be notified.

 

Once CPS returns the signed Parent Notification letter and the program has provided all current addresses the Licensing Specialist shall complete the following in one business day:

• sign the Parent Notification letter

• upload the addresses in the preferred format assigned by the Early Childhood Section Administrative Assistant

• send the letter and the parent addresses to the Early Childhood Section Administrative Assistant

• upload a copy of the Parent Notification Letter into the provider record

 

The Early Childhood Administrative Assistant shall mail the parent notification letters within 2 business days of receiving the letter and parent addresses.