Family Resource & Referral Center
Serving San Joaquin County
Parent & Provider Handbook
FRRC is funded by the California Department of Social Services,
Child Care Development Division and San Joaquin County
2021
Parent & Provider Handbook
Table of Contents
Page
1. Welcome to Family Resource & Referral Center (FRRC)
a. FRRC Locations.....................................................................................................................................i.
b. Mission Statement..............................................................................................................................1
c. Values and Beliefs...............................................................................................................................1
2. FRRC Summary of Services
a. Services Overview...............................................................................................................................2
3. Subsidized Child Care Information
a. Child Care Programs..........................................................................................................................3
b. Income Eligibility and Need............................................................................................................7
c. Verification of Family Composition..............................................................................................10
d. Divorced Parents Verification of Family.....................................................................................10
e. Adoption, Foster, or Guardianship Documentation..............................................................11
f. Volunteer Work....................................................................................................................................11
g. Child Care Eligibility Waiting List..................................................................................................11
h. Notice of Change(s)............................................................................................................................12
i. Working Parents...................................................................................................................................13
j. Self Employed Parents.......................................................................................................................13
k. Seeking Employment.........................................................................................................................14
l. Parents Attending School/Training.............................................................................................14
m. Sleep Time/Travel Time....................................................................................................................17
n. Family Fees............................................................................................................................................17
o. Documentation of Child Care Attendance/Absences..........................................................19
p. Best Interest Days...............................................................................................................................19
q. Break in Service...................................................................................................................................20
r. Parental Choice Policy......................................................................................................................20
s. Displacement Policy .........................................................................................................................21
4. Child Care Options
a. Introduction...........................................................................................................................................22
b. Types of Child Care Providers........................................................................................................22
1. Licensed Child Care....................................................................................................................22
2. License Exempt Child Care (Family, Friend and Neighbor).........................................23
3. Siblings Providing Care.............................................................................................................23
c. Provider Mandated Reporting........................................................................................................23
5. License Exempt Participation Conditions
a. TrustLine…………………………………………………………………………………………………………………..24
b. Exempt Provider Orientation (EPO).................................................................................................25
6. Independent Contractor Status Policy .............................................................................................26
7. Religious Instruction Policy ...................................................................................................................27
8. Procedure for Changing Providers......................................................................................................27
Parent & Provider Handbook
Table of Contents
Page 2 Page
9. Child Care Provider Documentation of Rates Policy.................................................................27
10. Provider Payment System.......................................................................................................................28
a. Attendance Record Policy...............................................................................................................29
b. Attendance Record Procedures....................................................................................................29
c. Payment Policy and Processing of Payments.........................................................................31
d. Provider Payment Viewer (on-Line)............................................................................................32
e. Procedure for Payment Corrections...........................................................................................32
f. Delays in Processing a Payment..................................................................................................32
f Payment Deductions........................................................................................................................32
g. Child Care Certificates.....................................................................................................................32
11. Open Door Policy......................................................................................................................................33
12. Violence Free Agency
a. Zero Tolerance Policy.....................................................................................................................33
13. Parental Complaints Regarding Child Care Providers...........................................................33
14. Program Termination for Parents....................................................................................................34
15. Program Termination for Providers................................................................................................35
16. Uniform Complaint Procedure...........................................................................................................35
17. Parent Appeals of Termination.........................................................................................................35
a. Parent Request for an Appeal Hearing with FRRC..............................................................35
b. Appeal Procedure for the CDSS, CCDD...................................................................................35
C. Participant Hearings and Procedures for Stage 1 Program Parents Only.................36
18. Confidentiality Policy.............................................................................................................................36
19. Parent Complaint Procedure..............................................................................................................37
20. Provider Grievance Procedure...........................................................................................................37
21. Fraud Policy.................................................................................................................................................39
22. Receipt and Acknowledgement Form...............................................................................last page
1
WELCOME TO FAMILY RESOURCE & REFERRAL CENTER
We care about children and families
MISSION STATEMENT
Family Resource & Referral Center strengthens the lives of children, families, and
communities.
Values & Beliefs
The Family Resource & Referral Center is founded on the belief that children and families are
vital to the richness and quality of life within San Joaquin County. FRRC’s staff is committed to
the compassionate support of children and families in need of training and social services. The
staff believes that direct, personal action will make a difference in family life and is dedicated to
enhancing the quality of life within our community.
FRRC promotes community awareness about the needs of children and families and participates
in building community coalitions to develop solutions for those needs. FRRC’s staff works with
parents, care providers, business, and community leaders to promote quality services for
children and their families. Through its professional staff, FRRC is a clearinghouse for
information on child care services, parenting, nutrition, and child safety. FRRC’s staff provides
child care referrals to all parents in San Joaquin County. FRRC administers child care, nutritional
resources and conducts workshops in effective practices of child rearing, child care, and child
safety.
2
FRRC Summary of Services
The Family Resource & Referral Center (FRRC) provides direct services, information, training, and
advocacy to enhance child care and family well-being in San Joaquin County. We seek to
augment and enhance the delivery of children’s services rather than to duplicate existing
resources. Our primary focus is quality child care for children and technical assistance to those
working with children and families.
USDA Child Care Food Program –
this program is designed to encourage
nutritious meals for children in licensed and exempt day care homes by offering
benefits to the child care providers. The benefits include cash payments to
reimburse providers on a per-meal, per-child basis. In addition the USDA Child
Care Food Program offers technical assistance, and information on how to
operate and manage the food program and keep adequate records.
Resource and Referral
– these services are available for
parents and anyone
seeking child care information regardless of income. Individuals may call to
receive referrals to licensed child care facilities and family support services.
Other services available at the resource center are: a library of books, activities,
and activity kits for children; child development and parenting information; die
cuts; and literacy totes.
Community Child Development –
this program offers technical assistance,
training, and support to parents and providers including: inclusion/special needs
training; child development, parenting information; and professional growth
workshops.
Subsidized Child Care
–
provides child care subsidies to low-income families
with partial or full payment towards child care while parents are attending school,
training programs, or working. Information and referrals on health and social
services are offered through 211 San Joaquin for clients. A family needs
assessment is completed on each client and submitted to 211 for connection to
services.
Community Collaboration
FRRC works with many community agencies and organizations promoting quality child care
and early learning for children of all ages. Some partnering agencies include: First 5 of San
Joaquin, San Joaquin Office of Education, Council for Quality Education
& Care of Children, Health Plan of San Joaquin, City of Stockton and the Human Services
Agency.
3
Subsidized Child Care (SCC) Information
Conditions for Parent Participation/Eligibility Requirements
Subsidized Child Care (SCC) provides families child care payment assistance through a range of
child care programs. In general, child eligibility is based on the family’s eligibility and the
requirements of the individual program. All SCC Programs serve children from birth to 13 years
old. A child who reaches the age of 13 is ineligible for continued child care services unless one
of the following exceptions apply:
• Child is determined as exceptional needs or severely disabled
OR
• Child turns 13 within the family’s 12 months of approved services. The 13 year old will be
served until the family’s next recertification time
CalLEARN Child Care
What is the program?
The San Joaquin County Human Services Agency (HSA) has child care funds available for the
pregnant and parenting teens in the CalLEARN Program. This program helps provide child care
service for adolescents who are enrolled in obtaining a high school diploma or GED. FRRC
administers the child care services through a sub-contract with Human Services Agency. Parents
select child care that best meets their needs.
Who qualifies for this program?
• Individuals who are referred to FRRC by the Human Services Agency. Eligibility for this
program is determined by the Human Services Agency
• Parents who are enrolled in high school or a GED Program
• San Joaquin County residents
CalWORKs Child Care Stage 1
What is the program?
The San Joaquin County Human Services Agency (HSA) has Stage 1 child care funds available as
a support service for parents on Temporary Assistance for Needy Families (TANF).
FRRC administers the child care services through a sub-contract with Human Services Agency.
Parents select child care that best meets their needs.
4
Who qualifies for this program?
• Individuals who are currently receiving TANF in San Joaquin County and who are
participating in a county-approved activity. Parents must be referred to FRRC by Human
Services Agency Employment Services or Eligibility Workers, or other contracted case
management agencies. Eligibility for this program is determined by the Human Services
Agency
• Parents must be income eligible and be working, in school, or in CalWORKs activities
• Families with children 0-12
• San Joaquin County residents
Child Care Stage 2 (C2AP)
What is the program?
The Stage 2 child care program provides funds for child care for current and former TANF
recipients who are participating in a county-approved activity. Stage 1 families are transitioned
into Stage 2 after three months of continuous stable child care. Parents select child care that
best meets their needs.
Who qualifies for this program?
• Current or former TANF recipients in San Joaquin County who are participating in an
approved activity
• Parents on TANF must be referred by HSA or another contracted agency
• Parents no longer receiving TANF must be income eligible and within 24 months of their
last month of received cash aid (TANF)
• Parents must be working, in school or in training, homeless, child protective services,
incapacitated, actively seeking employment, or seeking permanent housing.
• Families with children 0-12
• San Joaquin County residents
How much does it cost?
It depends on income and family size. Qualified families may be assessed a family fee. The fee
is based upon the State Median Income Ceilings (SMI) and the Family Fee Schedule.
Child Care Stage 3 (C3AP)
What is the program?
The Stage 3 child care program provides funds for child care for former TANF recipients who are
participating in an approved activity. Stage 2 families are transitioned into Stage 3 twenty four
(24) months after the last date of receiving cash aid (TANF). Parents select child care that best
meets their needs.
Who qualifies for this program?
• Former TANF recipients in San Joaquin County who are participating in an approved
activity
• Parents no longer receiving TANF must have a need and be income eligible
• Stage 2 families who will transitioned into Stage 3 twenty-four (24) months after the last
date of receiving cash aid (TANF)
5
• Parents must be working, in school or in training, homeless, child protective services,
incapacitated, actively seeking employment, or seeking permanent housing
• Families with children 0-12
• San Joaquin County residents
How much does it cost?
It depends on income and family size. Qualified families may be assessed a family fee. The fee
is based upon the State Median Income (SMI) Ceilings and the Family Fee Schedule.
Alternative Payment Program (CAPP)
What is the program?
The Alternative Payment Program (CAPP) provides funds for child care for families to access
high-quality child care. Parents select the child care that best meets their needs.
Who qualifies for this program?
• Must complete an application and be placed on the FRRC’s centralized eligibility waiting
list (CEL). Eligibility is based on income rankings and funding availability
• Parents must have a need and be income eligible
• Parents must be working, in school or in training, homeless, child protective services,
incapacitated, actively seeking employment, or seeking permanent housing
• Families with children 0-12
• San Joaquin County residents
How much does it cost?
It depends on income and family size. Qualified families may be assessed a family fee. The fee
is based upon the State Median Income (SMI) Ceilings and the Family Fee Schedule.
CCTR Child Care Program
What is the program?
CCTR provides funds for child care for families to access high-quality child care. Parents are
required to choose a child care provider within FRRC’s CCTR Provider Network. Parents
select the child care that best meets their needs. Parents unwilling to choose a child care
provider from the CCTR Provider Network will be unable to receive child care services from the
CCTR Program.
Parent agrees to the following participation requirements:
• Use only a CCTR approved child care provider
• Parent/Provider/FRRC Staff conferences (at least two per year)
• Participate in parent advisory committee meetings (held quarterly)
• Participate in parent meetings in order to share program goals
• Attend trainings
• Parent involvement
• Complete parent survey (once per year)
6
Who qualifies for this program?
• Must complete an application and be placed on the FRRC’s centralized eligibility waiting
list (CEL). Eligibility is based on income rankings and funding availability
• Parents must have a need and be income eligible
• Parents must be working, in school or in training, homeless, child protective services,
incapacitated, actively seeking employment, or seeking permanent housing
• Families with children 0-12
• San Joaquin County residents
How much does it cost?
It depends on income and family size. Qualified families may be assessed a family fee. The fee
is based upon the State Median Income (SMI) Ceilings and the Family Fee Schedule.
Emergency Child Care Bridge Program
What is the program?
The Bridge program is a referral-based program. The Child Welfare Division at Human Services
Agency administers referrals to eligible foster care parents for child care approval once
eligibility and placement of the child is determined.
FRRC administers the child care services through a sub-contract with Human Services Agency.
Foster care parents select child care that best meets their needs.
Who qualifies for this program?
•Foster care children who are dependents of San Joaquin County. Foster parents must be
referred to FRRC by Human Services Agency Child Protective Services Social Workers with a
Bridge child care referral
•Foster parents must have a need for child care per the child care referral
•Families with children 0-12
•San Joaquin County residents
In all SCC Programs, if care is needed for a child who is 13 years or older with exceptional needs
and/or severely disabled, the following documentation must be submitted for all SCC programs:
1) Documentation of the active individualized education plan (IEP) or active individual
family service plan (IFSP) that includes the information specified by the applicable
Education Code requirements and Title 5 Regulations
2) Completion of the Exceptional Needs form that includes a statement signed by a legally
qualified professional stating the child requires supervision and additional attention of
an adult in a child care setting
With the submission of required documentation, children 13 years or older with exceptional
needs can be served up to age 21. Ongoing eligibility is based on the submission of up-to-date
documentation at each recertification.
7
Conditions for Parent Participation/Eligibility Requirements
Parent’s will:
• Choose a child care provider who best suits the needs of the entire family and child’s
developmental needs
• Choose a provider within 10 working days from enrollment. If a provider is not chosen
within these 10 days, a denial letter will be issued to the parent for failure to establish a
child care provider.
• Return required signed certificate(s) with both their signature and the provider’s
signature to FRRC. Certificate states the days and hours of attendance and fees for each
child enrolled in a Subsidized Child Care Program
• Agree to bring the child regularly to child care only when attending an approved activity
or work
• Present the provider and agency with all requested documentation for each child
• Notify the agency of any other subsidized programs that their child(ren) is enrolled in.
• Cooperate with FRRC in the recertification process (recertification is required at intervals
of 12 months)
• Record the child’s time in and out (with blue or black ink) each day on the
attendance record provided by FRRC.
• Sign the bottom of the attendance record at the end of every month and/or service
period. Parent’s full signature is required at the end of each month; parent’s initials are
not acceptable.
• Explain absences in detail on attendance record
• Notify the provider if the child will be absent for any reason
• Pay family fees by the due date
• Notify the agency of a change in address or phone number as soon as possible to avoid
missed or delays in communication.
• Provide verification of work hours and wages at the time of initial enrollment or
recertification or at the request of their FRRC caseworker when verification is needed to
complete the case. In a two-parent household, both parents must have an eligible need
during the same hours in order for child care to be paid
• Use travel time as needed at a rate not to exceed 30 minutes each way per day. (More
than 30 minutes of travel time will require agency approval)
• All information and documentation requested must be in our office and approved
before FRRC can begin paying for child care
• Abide by any and all applicable requirements and policies set forth in this handbook,
failure to do so may result in termination of child care services.
8
Please Note: Family Resource & Referral Center Program Service Staff are mandated to
report suspected child abuse to our local child protective authorities.
Income Eligibility and Need
FRRC Admissions
It is the policy of FRRC that staff will enroll families to the various programs according to the
need and eligibility guidelines outlined in the state regulations of the applicable program. The
staff will determine the need and eligibility during the enrollment interview process, as well as
completing the application and all necessary documentation that the specific program requires,
as outlined in the state regulations. Eligible families are served without regards to sex, sexual
orientation, race, ethnicity or disabilities.
In order for a family to receive FRRC child care and/or preschool services, the following
residency requirements must be met:
• The child must live in the State of California where services are being received. The
family and/or child care provider should reside in San Joaquin County
• All families must provide proof of a California physical street address. A person unable to
provide proof of address because they identify as homeless is excused from this
requirement. However, a person identified as homeless is required to submit a
declaration of intent to reside in California
.
Eligibility shall be established if the family is:
Income Eligible: Families must meet income eligibility requirements to qualify for child care
assistance. The parent is responsible to provide documentation of the family’s countable income
for all individuals in the family size.
Once a family is approved and enrolled for child care services, the family is required to report a
change in their income that exceeds the 85% of the State Median Income (SMI) to FRRC within
30 calendar days. FRRC provides written notification to the parent of their applicable SMI upon
initial approval of service and at each recertification.
For Stage 1 child care, the family’s income eligibility is determined by San Joaquin County
Human Service Agency (HSA.)/CalWORKs Program. Families who receive Stage 1 child care
services are generally receiving cash aid, also known as, Temporary Assistance for Needy
Families (TANF). As a family transitions from Stage 1 child care to another FRRC child care
program, FRRC will further assess/confirm income eligibility in accordance with the applicable
SMI.
9
Need shall be established by the following:
1. The parent (including custodial adults and guardians) and any other adult counted in the
family size must meet one of the following criteria:
a. Employed
b. Actively seeking employment
c. Participating in a job training and education program leading directly to a
recognized trade or profession
d. Homeless and seeking permanent housing for family stability
e. Incapacitated as determined by a legally qualified medical professional
2. Incapacity: Some families may be eligible to receive child care services due to a physical
or mental health condition. The parent’s current condition must significantly limit the
parent’s ability to provide care and supervision of their child(ren). In order to authorize
parental incapacity, the incapacitated parent must sign a release authorizing a legally
qualified professional to disclose necessary information. Additionally, a Statement of
Incapacity (agency form) must be completed by a legally qualified health care
professional and submitted to our agency. FRRC may contact the legally qualified
professional for verification or clarification of the Statement of Incapacity Form.
To ensure requirements are met, eligibility for services will be determined after the
review of the submitted documentation. Child care services are authorized based on the
submitted documentation, any follow-up verification, and taking into account the age of
the child and the need for care. Authorization for child care cannot exceed 50 hours per
week.
For the Stage 1 Program, FRRC does not authorize any child care services for parental
incapacity. Parental incapacity is generally not authorized in the Stage 1 Program. In
order to receive Stage 1 child care services for parental incapacity, authorization must be
obtained through a written referral from Human Services Agency (HSA.)/CalWORKs
Program and is subject to additional verification.
3. Any child, 13 years old and over, who has a medical or psychiatric special need, and may
be eligible for child care services, must submit an agency Exceptional Needs Form
completed by a legally qualified medical professional. Child care services are authorized
based on the submitted documentation, any follow-up verification, and taking into
account the age of the child and the care needs.
10
Verification of Family Size
As part of both the initial application and recertification for on-going services, FRRC will need to
determine family size.
To determine the number of children in the family, parents are required to provide the names,
gender and birthdates off all children under 18 years of age residing in the home. A child
residing in the home over 18 years of age may be included in the family size if currently enrolled
in high school or if they meet the eligibility criteria as exceptional needs or severely disabled. To
include a child over 18 years of age, additional supporting documentation will be required.
“Parent” is defined as a biological parent, stepparent, adoptive parent, foster parent, caretaker
relative, legal guardian or any other adult living with a child who has responsibility for the
child’s care and welfare.
The parent shall provide supporting documentation regarding the number of children and
parents in the family. For each child, documentation shall include at least one of the following,
as applicable:
•Birth certificates
•Court orders regarding child custody
•Adoption documents
•Records of foster placements
•School or medical records
•County welfare department records
•Other reliable documentation indicating the relationship of the child to the parent
When a child in the family size turns 18 years of age during the family’s 12 months of approved
services, the 18 year old shall remain in the family size until the family’s next recertification time.
For foster and guardianship circumstances, only the child and related siblings are counted in the
family size. The family size child documentation requirement is applicable.
If information provided is insufficient, FRRC reserves the right to require additional supporting
documentation in efforts to verify family composition and family size.
Parents claiming single-parent status may attest to that status on the Application for Service
under penalty of perjury to support that status.
Divorced Parents Verification of Family
When two parents are divorced and only one qualifies, FRRC will only contract with the qualified
parent and only service that parent’s need. If they both qualify and are divorced, FRRC will
create two separate files and eligibility and need will be determined for each parent separately.
FRRC will only pay for child care during the time the eligible parent has custody.
11
Adoption, Foster, or Guardianship Documentation
Documentation will be required for any adoption, foster, or guardianship of a child. FRRC may
require the parent to verify any family relationships. FRRC may also verify by checking
references and school documents, including birth certificates.
Volunteer Work
In order to be eligible to receive child care services, the parent must have a qualifying need for
services. Volunteer work is defined as a person performing work without being paid. For all
programs, except Stage 1, volunteer work is not a qualifying need for service; therefore, FRRC
cannot provide services while volunteer work is being performed.
For the Stage 1 Program, volunteer work in a job related activity may potentially be approved
for services. To receive Stage 1 child care for volunteer work, authorization must be obtained
through a written referral from Human Services Agency (HSA)/CalWORKs Program. Stage 1 is
the only program volunteer work may be authorized.
Child Care Eligibility Waiting List (CEL)
FRRC follows each programs regulatory requirements and eligibility policies. Enrollment begins
through our Child Care Eligibility List (CEL). Any parent may submit an application to be placed
on our CEL. The CEL consists of families who have applied for our services and are waiting for
child care services. The eligibility list is not a first-come, first-serve basis. Our CEL maintains a
list of families by income ranks. Rank is determined by family income and family size. For new
enrollment, families are selected from CEL in order, based on the lowest ranking and length of
time on the CEL.
To complete a CEL application, you can either:
•Apply in person
•Online: The FRRC website at www.frrcsj.org
•Online: Enter sanjoaquin.thecel.net in the address bar of your internet browser (no need to
enter www)
In order for an application to remain continually active, the parent must update their application
on the CEL every 3 months. Even if the family information is unchanged, the parent must update
12
their application every 3 months to ensure their application remains active. The inactivating
(archiving) of applications will be no less than every 3 months.
Notice of Change(s)
Once enrolled in any Subsidized Child Care Program, families are considered eligible for services
for no less than 12 months. During the 12 month time period, the family is approved to use the
child care based on the schedule authorized at the initial enrollment or the completed
recertification (required annually). During the 12 month time period, no changes are made to the
child care service schedule unless the parent voluntarily reports it.
For increases in care, the parent must request it and submit supporting documentation in order
for FRRC to make the change in services. No changes are made until the supporting
documentation is received by our agency.
For decreases in care, the parent must submit a written request using the Voluntary Reduction in
Child Care Request Form. No changes are made until the supporting documentation is received
by our agency.
After the receipt of all supporting documentation and/or the required agency form, FRRC has up
to 10 business days to respond to the change requested by a written Notice of Action.
To better serve families, child care providers and avoid delays, reporting changes for the following
is encouraged. It is especially important in the following circumstances:
•You have a change of address, phone number, or email address
•You have moved or plan to move
•You want to end care for a child or your family
•You want a new child care provider
•Your income has decreased and you would like an income assessment to potentially decrease
your family fees
•You want to increase or decrease services
•You are temporarily stopping services with your child care provider (break in service)
In the following circumstances, a family is required to report to FRRC:
1. Recertification: Families are required to report all changes and new information at the
renewal of services, the annual (12 month) recertification appointment.
2. Family Income exceeds 85% of the SMI: Families are required to report when they
experience an income change causing the family’s household adjusted income to exceed
85% of the State Median Income (SMI). If the family’s household income exceeds 85% of
the SMI for their family size, the family must report the new income to FRRC within 30
calendar days of the income change.
3. Enrollment of Additional Programs: Families are encouraged to utilize any FRRC Programs
for which they qualify. If a parent would like to participate in more than one FRRC Program,
and is qualified, the parent must report this information immediately to all FRRC Programs
that their child(ren) is enrolled and/or intending to enroll. Upon initial enrollment of any
additional FRRC Program, the parent must:
13
• Immediately report to their FRRC Caseworker(s) the intention to use multiple
programs. FRRC Programs will work together to coordinate services
• Complete a Voluntary Reduction in Child Care Request Form if there is any over-
lap in service hours due to multiple program enrollment
Failure to report as specified above may result in termination of services.
Working Parents
The parent(s) shall provide:
• Copies of one month’s most recent check stubs. (Four check stubs for weekly payments,
two check stubs for bi-weekly/semi-monthly payments, or one check stub for monthly
payment)
• Completed employment verification form completed by the employer
Faxed/emailed verification forms are acceptable. A verbal verification between FRRC and
the employer (via telephone) can also be used as documentation of employment. For
increase in care due to a change in employment hours, the parent must request it and
submit supporting documentation in order for FRRC to make the change in services. No
changes are made until the supporting documentation is received by our agency.
For decreases in care, the parent must submit a written request using the Voluntary
Reduction in Child Care Request Form. No changes are made until FRRC receives the
completed agency form and any needed supporting documentation.
Self-Employed Parents
A self-employed parent may be asked for any of the following documentation as proof of
income:
• A letter from the source of the income
• Statements of estimated income for tax purposes
• Quarterly or monthly income & loss statements (by tax preparer or parent)
• Year-end tax information
• Accounts receivable ledger or copies of checks received
• Self-employed income declaration
• Any supporting documentation (appointment book, copies of checks made, rental
agreements, receipts, or business cards, etc.)
• FRRC at their discretion may approve the number of allowable hours of child care
based on the documentations received
14
Seeking Employment
FRRC supports parents seeking employment by providing part time child care services. Part time
child care services consists of less than 30 hours a week and no more than 5 days a week. Child
care services for seeking employment are typically provided during normal business hours.
Parents of school-age children may receive child care only when the child’s school is not in
session.
In order to utilize child care for seeking employment, parents must submit a written declaration
signed under penalty of perjury, which includes:
•Statement the parent is seeking employment
•Plan to secure employment
•General description of when services will be necessary (such as days and number of hours
needed)
To support parents in completing this requirement, FRRC has a written declaration form
available (Parent Plan for Seeking Employment).
For parents participating in the Stage 1 Program, seeking employment opportunities are
authorized through a written referral from Human Service Agency (HSA)/CalWORKs Program
and/or other contracted case management agencies. Eligibility and need is determined by
HSA/CalWORKs Program. Child care assistance is fulfilled through FRRC.
Parents Attending School/Training
School and Training Limitations:
Child care and preschool services can be provided to students enrolled in vocational training
leading to a recognized trade, paraprofession or profession. Students are given reasonable time
to complete their goal at an accredited college or a recognized training institution. Upon
approval of training, child care and preschool services will be limited to whichever expires first:
•6 years from the initiation of services; or
•24 semester units or its equivalent after obtaining a Bachelor’s Degree
If the parent has reached the above limitation, the family shall receive services until the end
of the fiscal year in which the limit was reached.
15
For the Stage 1 Program, training limitations are directed by Human Services Agency
(HSA)/CalWORKs Program and Stage 1 program rules apply.
Vocational Training Institutions:
Parents enrolled in an accredited college or other recognized training institution can receive
child care and/or preschool services with the submission of supporting documentation as
follows:
a. Training verification information that includes, the days and hours of the training, the
name of the training institution, the dates of the current quarter, semester, or training
period (start/end dates), and a statement of the parent’s vocational goal.
b. Current class schedule, either an electronic print-out from the training institution or if
unavailable a document that includes the classes the parent is enrolled, days of the week
and times of the classes, the signature or stamp of the training institution’s registrar and
the anticipated completion date of all required training activities to meet the vocational
goal.
To support parents in completing this requirement, FRRC has a training verification form
available. FRRC may also request submission of a publication from the training institution
describing the classes required to complete the parent’s vocational goal.
The above documentation requirements will be requested for all vocational training activities to
which the parent is seeking child care assistance and/or preschool services.
On-Line or Televised Instructional Classes:
For vocational on-line training or televised instructional classes that are unit bearing from an
accredited training institution, each unit shall be counted as class time at 1 hour per week. The
parent is required to provide a copy of the syllabus or other class documentation and as
applicable, the web address of the on-line program. In order to authorize child care for on-line
or televised class time, FRRC will conduct a review of documentation and consider other
reasonable factors such as, school-age children schedules and whether the class requires a
specific log-on or meeting time.
General Education Development (GED)/High School Equivalency Test (HiSET)/English Language
Learners (ELL)
High school equivalency related classes and English Language Learners (ELL) classes could be
approved with the submission of written documentation of the parent’s enrollment in a
recognized ELL educational program or program to attain a high school diploma, high school
equivalency certificate or GED certificate. The ELL, HiSET, or GED related classes must support
the attainment of the parent’s vocational goal.
For the Stage 1 Program, child care services for any training program are authorized by Human
Services Agency (HSA)/CalWORKs Program. However, in order to establish an accurate child
care service schedule and payment to the child care provider, the above training documentation
will be requested as needed.
16
Satisfactory Training Progress:
In order for a parent to receive on-going child care and/or preschool services while enrolled at a
recognized training institution or an accredited college, the parent must make adequate
progress. If the parent is receiving child care/preschool services for any training/school hours,
the parent is required at recertification to provide an official progress report of the most
recently completed quarter, semester or training period. The official progress report must
demonstrate adequate progress requirements as follows:
•In a graded program, evidence of a 2.0 grade point average was obtained; or
•In a non-graded program, passing of the program’s requirements in at least 50% of the
classes; or
•By meeting the training institution’s standards for making adequate progress
FRRC can require the parent to have an official copy of the progress report sent directly from
the training institution to FRRC or require the parent to provide a release to enable FRRC to
verify the parent’s progress with the institution. FRRC may also request the parent provide a
publication from the training institution describing the classes required to complete the parent’s
vocational goal.
If upon the first occurrence the parent does not meet the adequate progress requirements, the
parent will be recertified and allowed to continue to receive on-going service for an additional
12 months. At the conclusion of the 12-month eligibility period, if the parent has not made
adequate progress, the family services will be disenrolled and services for any type of vocational
training will not be available for 6 months from the date of disenrollment.
For the Stage 1 Program, child care services for any training program is authorized by Human
Services Agency (HSA)/CalWORKs Program. However, in order to establish an accurate child
care service schedule and payment to the child care provider, the above training documentation
will be requested as needed.
Study Time:
Study time can be provided to support parents in vocational training. Study time is considered
an additional service and must be requested by the parent. Study time is based on enrolled
courses, which can include on-line and televised instructional courses. Study time can be
provided for up to 2 hours per week, per academic unit for enrolled courses.
In some circumstances, a parent may need additional time to successfully complete a course. On
a case-by-case basis, additional time may requested. Additional time may be confirmed with the
class instructor. Additional time may be granted at 1 hour per week, per academic unit to which
the parent is enrolled and the time cannot exceed the number of class hours per week for non-
academic or non-unit bearing training.
FRRC evaluates study time on a case-by-case basis; accounting for the schedules of school-age
children, ensuring the request is reasonable and meets the individual program criteria.
For the Stage 1 Program and the Bridge Child Care Program, study time is authorized by Human
Services Agency (HSA)/CalWORKs Program.
17
Travel Time
Reasonable accommodations for travel time can be provided to support employment or other
approved activities. For local travel, travel time is granted ½ hour each way. Additional travel
time can be requested. Requests for additional travel time are granted based on a discussion
with the parent and a staff travel assessment, using available resources and documents (bus
routes, drive time calculators, travel mapping etc...). In an effort to support additional travel time
requests, FRRC Staff may request additional information or documentation to assist with the
travel assessment.
Travel time is authorized for:
•Travel to and from the location at which services are provided and the place of
employment/approved activity
Travel time is not to exceed half of the daily hours authorized for employment or the approved
activity to a maximum of four hours per day.
For the Stage 1 Program and the Bridge Child Care Program, travel time approval is provided as
outlined above and may be subject to authorization by Human Services Agency
(HSA)/CalWORKs Program and/or the Child Welfare Department.
Sleep Time
Reasonable accommodations for sleep time can be provided for parents who are employed
non-traditional work hours. Sleep time is considered an additional service and must be
requested by the parent. Sleep time is authorized to support parents who are employed anytime
between the hours of 10:00 p.m. and 6:00 a.m. Sleep time cannot exceed the number of hours
authorized for employment and travel between those hours. FRRC may evaluate the need for
sleep time on a case-by-case basis and to ensure the request meet’s the individual program
criteria.
For the Stage 1 Program, sleep time approval is provided as outlined above and may be subject
to authorization by Human Services Agency (HSA)/CalWORKs Program.
Family Fees
The Family Fee is based on the following: family size, gross monthly income, and the length of
child care services provided during the day. If the family has more than one child using care,
the fee is based on the child who receives services for the longest period.
Paying Fees
• Family fees are charged according to the California Department of Social Services (CDSS)
Family Fee Schedule
• New enrollments must pay the first month’s family fee at time of enrollment
• Family fees are assessed and charged according to days of enrollment, not attendance
of the child. No family fee adjustments will be made for unexcused or excused absences.
18
• Family fees are due by the 1
st
of the month prior to child care services
• FRRC does not accept any cash payments. FRRC is not responsible for postal delivery.
Please pay by check, money order, cashier’s check, or ATM/Credit Card. FRRC also provides
access to pay your family fees online at www.frrcsj.org.
Delinquent Fees:
1. Family fees are due in advance, on the 1st of each month. Family fees are considered
delinquent on the 7th. If family fees are not paid by the 7th, a written Notice of Action
(NOA) will be mailed to the parent. The NOA will provide delinquent fee information and
a specified due date for payment and/or to make a satisfactory payment arrangement.
FRRC will accept a reasonable payment arrangement from the parent for delinquent fees.
2. A payment arrangement is an agency document that must be signed by the parent to be
considered valid. Once a payment arrangement is established, services for the family will
continue as long as the parent pays their current fees when due and complies with the
written payment arrangement.
3. If delinquent fees go unpaid and/or the parent fails to comply with the established
payment arrangement, the family shall be mailed a termination NOA. The termination
NOA will state the total amount of unpaid fees, the fee rate, the period of delinquency
and the final due date to submit payment. Services will end on the effective date shown
on the NOA unless all delinquent fees are paid before the termination effective date. If
no payment takes place and the services are terminated; the family is ineligible to
receive any future FRRC child care/preschool program services until all delinquent fees
are paid.
4. Unpaid fees may be pursued through legal channels, including outstanding balances
being sent to a collection agency.
Credit for Fees to Other Service Providers
When FRRC is unable to serve all the family’s needs for child care, a credit may be given for fees
paid to other child care providers. Parents must submit copies of receipts or cancelled checks
for the other child care services. Receipts or cancelled checks must be received timely in order
for the credit to be applied. Receipts or cancelled check submissions are due on the 1st of every
month, no later than the 7th. The fee credit would be applied to the subsequent billing period
(example, January receipts submitted timely are applied to February family fees). Fee credits are
not allowed to be carried over beyond the family’s subsequent fee billing cycle. The credit for
fees paid cannot exceed the monthly family fee billing.
Recertification:
Once a family is approved for initial child care and/or preschool services, a family is eligible to
receive those services at the approved care schedule for no less than 12 months. Upon reaching
12 months of services, the family is required to renew their eligibility by submitting requested
documentation and completing a recertification appointment. FRRC will notify each family by
written request with a scheduled recertification appointment. If a parent must reschedule their
recertification appointment, they must contact FRRC prior to their scheduled appointment date.
19
If a family completes recertification and is confirmed eligible for continued services, services will
be authorized at the care schedule established at recertification for the next 12 months.
If a family fails to complete the recertification process or the family completes recertification but
is found no longer eligible for services, the parent and provider will be notified that services will
be terminated. The parent will be notified by a written Notice of Action.
Documentation of Child Care Attendance/Absences
Enrolled parents and providers are responsible for indicating ACTUAL attendance on the
attendance records ON A DAILY BASIS. Providers confirm attendance by signing their full
signatures on the bottom of the attendance record at the end of the month. A parent must
also sign his/her full signature on the bottom of the attendance record to verify the attendance
information. Failure to indicate the child’s time in and out daily as required can result in
termination of child care services and/or late payments.
Every day of the approved child care schedule must be accounted for. Payment will only be
made to licensed providers for contracted hours of care and excused absences (this is different
from the providers non-operational days. Payment will only be made to exempt providers for
actual hours of care. License-exempt providers will not receive payment for absences.
Best Interest Days
FRRC will pay for up to 10 days for best interest of the child. The following is a list of
excusable absences:
Best Interest of the Child - and - Illness
Death in the family Sick child or parent
Car breakdown
Loss of transportation
Weather crisis (severe storms)
Disaster (i.e. fire, earthquake)
Serious illness to family member
School strike/closure
School suspensions
Vacation
Visit with other parent (non-custodial)
Visit with visiting relatives (i.e. grandparents)
To ensure the services provided to families enrolled are continuous, parents must notify FRRC
if a child is absent for three (3) consecutive days. Failure to notify FRRC will result in non-
payment and the last day attended will be the last day of payment.
Payment can only be made for excused absences if the licensed provider charges non-
subsidized families for absences and is charging a weekly or monthly rate that is set
regardless of attendance.
20
Break In Service
A break in service is a temporary suspension in child care services. While on an established break in
service, the family remains eligible for child care assistance but services stop, then start up again upon
the conclusion of the break. A potential break in service could be to provide the child time to spend
with a parent or other relative by court order or other family circumstances.
• If a family needs a break in service, the parent must provide a written request to FRRC, using the
Voluntary Reduction in Child Care Request Form. The maximum time FRRC can approve a break
in service request (temporarily suspending child care services) is a total of 90 calendar days, per
fiscal year (July 1 through June 30). A break in service request must be approved by FRRC and
the parent will be notified of the change with a written Notice of Action.
• During the approved break in service, child attendance is not reported and FRRC does not make
any payment to the child care provider. Once the approved break in service duration ends, the
child care may be restarted again based on the authorized certified hours before the break in
service began. The parent may have to choose a new child care provider if their provider is no
longer available.
• If at the end of the break in service the family is due to be recertified, the parent may resume
services based on the authorized care hours before the break in service began. However, upon
reinstatement, the parent will be immediately notified and required to attend a recertification
appointment to verify eligibility for continued child care assistance.
• If for any reason the family does not resume child care services at the end of the break in
service, a Notice of Action will be sent notifying the family of program termination.
Stage 1 Program
For parents participating in the Stage 1 Program, a break in service is not permissible. If a family
receiving Stage 1 services requests a break in service, FRRC will end (terminate) child care services. Re-
instatement of child care will be based on a new assessment of eligibility by Human Services Agency
(HSA)/CalWORKs and/or Family Resource and Referral Center.
Parental Choice Policy
As a participant of the Subsidized Child Care Program, parents have the right to choose a child
care provider that best suits their child care needs. FRRC provides support to parents by
providing free child care listings to assist in locating quality licensed child care providers and
information to help make a choice in child care. FRRC’s Resource and Referral Department offers
a variety of resources and written materials, such as standards to assess quality care, health and
safety information and helpful questions to ask a potential child care provider.
Child care provider options:
•Licensed Child Care Center
•Licensed Family Child Care Home
•License-Exempt Provider (Unlicensed Child Care Provider)
A license-exempt provider is also referred to as “family, friend, and neighbor” (FFN)
In addition to child care centers, child care homes, and license-exempt providers, there are a
variety of child care options available, such as Head Start and State Preschool Programs which
21
focus to prepare children for school. For school-age children, after-school programs are an
option. For more information, see a FRRC Resource & Referral Department Staff Member.
When selecting a child care provider, it is important to be aware the provider must meet all
participation requirements. License-Exempt Providers have additional steps in order to be
eligible to participate and receive payment from FRRC. Participation conditions are specified in
the Parent and Provider Handbook and are required based on regulatory requirements.
Parents have a right to change child care providers. However, it is the parent’s responsibility to
give timely notice to their FRRC Caseworker and their current child care provider before
changing providers. Licensed child care providers may have their own notification policy when
ending care. It is the responsibility of the parent to be informed of their provider’s policies and
notification requirements.
Displacement Policy
If it is necessary to displace families, for reasons including but not limited to, a change in the
income eligibility threshold (State Median Income Ceiling, SMI), reduction in State funding, a
loss of a State contract, or changes in regulation, families shall be displaced (terminated from
services) in reverse order of admission priorities.
22
Child Care Options/Child Care Referrals
In the best interest of children and families, FRRC recommends parents/guardians thoroughly
research a provider and site before placing children to ensure that it is the type of environment
that they and their children feel is best. For more information regarding basic health & safety
codes, please call the California Department of Social Services-Community Care Licensing at
(916) 263-5744. To obtain more information on any licensed provider or facility, including more
details about any citations, please visit www.ccld.dss.ca.gov/carefacilitysearch/.This information
is intended to help individuals and families learn more about a facility they might be
considering. To report a complaint or concern regarding any licensed care facility,
parents/guardians should contact the California Department of Social Services-Community Care
Licensing Hotline at 1-844-538-8766.
The FRRC’s Resource and Referral Department offers assistance with choosing quality child care,
but personal recommendations to specific child care providers are not provided. Basic child
care consumer information is provided, along with referrals to child care providers contained in
the FRRC child care services referral database. Child care referral assistance is provided upon
request and available to anyone in the community.
Types of Child Care Providers
Licensed Child Care
Licensed child care takes place in a family child care home or in a child care center. A child care
home is licensed for up to 8 children for a small family child care home or up to 14 children for
a large family child care home group with an assistant. A child care center is licensed for
specific ages of children and the number of children is related to the size of the center. All
licensed providers are fingerprinted, have a criminal background check, and California Child
Abuse Index Clearance. In licensed family child care homes, anyone living in the home over age
18 years is required to go through the same clearance process. There are specific educational
requirements for child care center providers. Licensed providers must have 16 hours of health
and safety training, including CPR and First Aid. They must also have 25 hours of professional
growth hours per year.
23
If a parent chooses a provider with a “usual and customary” rate exceeding the amount that
FRRC can pay, it is the parent’s responsibility to pay the difference. The co-payment shall be
paid directly by the parent to the provider and shall not be accounted for by FRRC (see Section
Credit for Fees to Other Service Providers).
License-Exempt Child Care (Family, Friend, and Neighbor)
Parents may select care that is exempt from licensure. License-exempt providers may only
provide child care services to one family in addition to their own children. Birth parents, step
parents, and/or adoptive parents are ineligible to receive child care payment for services to their
own children.
Siblings Providing Care
Siblings who reside in the same home are not eligible to provide care for their younger siblings.
If the sibling resides outside of the home, they must be 18 years of age or older and meet all
license exempt provider conditions. Siblings are required to be TrustLine registered and submit
verification of residency.
Provider Mandated Reporting
A mandated reporter is a person who, because of his or her profession, is legally required to
report any suspicion of child abuse or neglect to the relevant authorities.
The primary intent of the reporting law is to protect the child and to provide help for the family.
The types of abuse, neglect or suspected abuse to be reported include but are not limited to:
physical abuse, sexual abuse, sexual assault and exploitation, willful cruelty, unjustifiable
punishment, neglect, and unlawful corporal punishment, injury, or mental suffering. Additional
causes for concern of neglect may include violations of the law, including the dropping off or
picking up of a child while intoxicated or without an appropriate car safety seat.
In California, certain professionals are required by law to report any known or suspected child
abuse or neglect to the appropriate authorities. FRRC Staff who meet the mandated reporter
definition (penal code 11165.7) are required to adhere to the mandated reporting requirements.
Licensed child care providers are required by law to act in accordance with the mandated
reporter requirements.
• In instances of directly observed or suspected evidence of abuse or neglect (reasonable
suspicion), FRRC Staff and licensed child care providers are to report immediately to any
police, sheriff’s department or the local child protective service agency (San Joaquin
County Child Protective Services: 209-468-1333). As required, a written report must be
forwarded within 36 hours to the Child Protective Services Agency or local law
enforcement.
• In addition to notifying appropriate authorities, any child care provider who is
contracted with FRRC, must also notify FRRC immediately (as soon as reasonably
possible) but not longer than 48 hours after reporting to the Child Protective Services
Agency or local law enforcement.
24
• To file a complaint or report a suspected licensing violation about a licensed child care
center, child care home and/or facility staff person, contact Community Care Licensing:
844-538-8766
• All licensed child care providers must report immediately (within 24 hours) any licensing
violations or citations to FRRC
License Exempt Participation Policy
FRRC encourages all providers to attend child care and development workshops that are
sponsored by the FRRC and other child development training agencies. We also highly
recommend you research information on becoming a licensed child care provider. FRRC offers
the Child Care Initiative Program (CCIP) that can assist you in becoming a licensed provider. The
following are the conditions for participation as a license-exempt child care provider:
• Must be TrustLine registered, if applicable
• Must be 18 years of age or older
• Must complete a W-9 form
• Must submit a current social security card
• Must submit a current photo ID/CA Driver’s License or INS work permit, as applicable
• Must only provide child care services to one family in addition to their own children
• The license-exempt provider and the parent must attend exempt provider orientation
(EPO)
• The provider must report to FRRC if they also work or go to school. The provider’s work
or school schedule cannot overlap with child care services and the arrangement must be
reasonable for FRRC to allow for payments.
TrustLine Registry
Individuals who provide child care in a home setting and do not have a child care license are
considered license-exempt. A license-exempt provider is also referred to as “family, friend, and
neighbor” (FFN). As a part of obtaining eligibility to receive payment from FRRC for child care
services, license-exempt providers are required to be Trustline registered.
Trustline Registry is an important tool for child safety and a resource to help parents choose the
best child care provider. Trustline is a California registry of child care providers who have passed
a background screening. Trustline performs criminal background checks through a finger-
printing process. Trustline conducts background checks using databases at the California
Department of Justice, the Child Abuse Central Index and the Federal Bureau of Investigation
(FBI). The Trustline process will include an application and completing a finger-print screening
process.
Immediate relatives defined as aunts, uncles, or grandparents of the child receiving services,
may be exempt from Trustline; however, FRRC may require Trustline screening be completed
with the knowledge of any previous criminal history and/or convictions. To be exempt from
Trustline screening, proof of relationship to the child will be required. Immediate relationship to
the child is defined by blood, marriage, or court decree.
25
Emergency Child Care Bridge Program
For parents participating in the Bridge Child Care Program, if choosing a license-exempt
provider, regardless of relationship, the child care provider is required to be Trustline registered.
No exceptions apply.
It is the policy of FRRC and San Joaquin County to require the following from license-
exempt providers:
Exempt child care providers who are required to fulfill TrustLine must:
1. Complete a Health & Safety Certification Form (completed by both parent & provider)
and the TrustLine application process within fourteen (14) calendar days. See an FRRC
Office for both forms.
2. Schedule an appointment to be fingerprinted at the local Idemia by Morpho Trust
Fingerprinting Center (see application packet for further instructions).
3. Attend an Exempt Provider Orientation (EPO) with the parent.
4. Present FRRC with a valid picture identification (Calif. ID/Driver’s License) and Social
Security Card, verifying that the child care provider is over 18 years of age.
IMPORTANT PAYMENT FACTS FOR LICENSE-EXEMPT CHILD CARE PROVIDERS:
• Exempt child care providers who are required to complete the TrustLine process
CANNOT BE PAID until FRRC receives notification the provider is registered with
TrustLine. Payment will not begin until you are registered with TrustLine
• In most programs administered by FRRC, retroactive payment (back payment) will
not be allowed. See an FRRC Caseworker for more about payment information
• Any non-payment from FRRC, you must pursue from the parent (on your own)
• If an exempt provider has not completed the TrustLine process, or the application
was denied or closed by TrustLine, FRRC will not pay the provider until the
provider is registered with TrustLine
• FRRC is not accountable for any delays in the provider’s registration with TrustLine
Exempt Provider Orientation (EPO)
The license-exempt provider and parent will be required to attend an Exempt Provider
Orientation (EPO) together. The parent and provider will not need to attend
another
EPO
together unless:
➢ The provider has not been actively receiving payment from FRRC in over 12 months.
➢ The provider worked for another parent; therefore, they must attend with the new
person.
➢ The parent changed providers; therefore, they must attend with the new provider.
When attending an Exempt Provider Orientation (EPO), the provider will need to bring:
• A current and original Calif. ID/Driver’s License verifying the individual is over the age of
18 years. The Calif. ID/Driver’s License must reflect a San Joaquin County residency. No
copies accepted
26
• A current and original Social Security Card. No copies accepted
• A current and original INS work permit, as applicable. No copies accepted
• Proof of residency, as requested
• Report if also working or going to school
Children are not allowed at EPO as child care is not available.
If they attend, you and your provider will have to reschedule.
After the parent and provider schedule an appointment for the orientation, the Exempt Provider
Orientation Staff will inform the provider if he/she will need to get Live-Scanned (fingerprinted)
for TrustLine prior to their orientation appointment. There is no charge to the providers for
their Live-Scan appointment.
The following are steps an exempt provider needs to do prior to their EPO appointment:
• Pick up a TrustLine application packet at any FRRC office location
• Make an appointment and take the application (and your Calif. ID/Driver’s License and
social security card) to the Idemia Fingerprinting Center located at:
315 West Fyffe Street, Suite C, Stockton CA. Their phone number is (800) 315-4507. This
is where you will be fingerprinted.
Important Note:
In most programs administered by FRRC, retroactive payment (back payment) will
not be allowed. See an FRRC Caseworker for more about payment information.
Registration Fees Policy
Registration fees must be included in the licensed child care provider’s usual and customary
rates. The rate of reimbursement of the registration fee is determined by State guidelines and
will be paid no more than once per fiscal year. Reimbursement for registration fees is limited
based on the applicable State Regional Market Rate (RMR) ceiling limit.
Independent Contractor Status Policy
Child care providers who chose to participate in any subsidized child care program are
considered independent contractors. Child care providers are not and will not become
employees or partners with FRRC. Child care providers are not entitled to the rights or benefits
of FRRC employees, including disability, unemployment insurance, workers compensation,
medical insurance, sick leave or any other employee benefit. FRRC does not verify employment
for independent contractors.
Child care providers are reimbursed on behalf of the parent. FRRC does not withhold any taxes
from provider payments. For tax purposes, all child care providers who receive a payment
during the calendar year will be mailed a 1099 form by January 31 the following year. It is the
responsibility of the child care provider to pay all applicable taxes, including but not limited to,
federal, state, and local taxes.
27
Religious Instruction Policy
Child care providers who participate in any FRRC State and/or Federally funded program will not
include religious instruction or worship in their program activities and curriculum.
Procedure for Changing Providers
Families enrolled in FRRC Subsidized Child Care may change providers at any time with prior
notice. FRRC Subsidized Child Care Service policies do not allow for payment of two providers
for the same child during the same time period.
FRRC Subsidized Child Care Services policy also limits the number of providers to be screened
for TrustLine to a maximum of three (3) in a 12-month period (July 1-June 30). More than three
(3) providers in a 12-month period will require Subsidized Child Care Management approval.
• A parent who chooses to change providers must give a timely notice to the
provider and FRRC. The Resource and Referral Department of FRRC can assist
the parent in locating a new licensed provider
• FRRC will notify the current provider with a written notice of the last effective
date of payment. The new provider will be issued a certificate with the first
effective date of payment for new services
• Payment for the new provider cannot be approved until the termination time
period has been satisfied. At no time can FRRC pay two providers at the same
time for child care services. The new provider will be required to agree to Family
Resource and Referral Center Subsidized Child Care Services policies
• FRRC payment will end the last day child care was used. Parent will be
responsible for any other charges incurred
Child Care Provider Documentation of Rates Policy
Child care providers are required to submit copies of their usual and customary rates they would
charge for all parents, whether the family is subsidized through FRRC or non-subsidized. If the
usual and customary rate exceeds the amount FRRC can pay, the parent is responsible to pay
the difference. Any difference in pay is paid directly by the parent to the provider (See Section
Credit for Fees to Other Service Providers)
Licensed child care providers are required to submit to FRRC copies of any parent contracts or
agreements they use with their parents. Licensed child care providers must also submit
documentation which reflects closure days (nonoperational days), discounts for siblings, or
registration fees, etc. This information is requested to ensure accurate reimbursements.
28
Ten (10) Paid Nonoperational Days (Closure Days)
The number of reimbursable paid days of nonoperation are limited to a maximum of ten days
per fiscal year per provider. If providers wish to reschedule any of the ten closure days, they
must do so consistent with their contractual terms/written policies and provide a copy to FRRC.
FRRC is required to track the usage of the nonoperational days per California Department of
Social Services for reimbursement purposes.
Updating Rates
Child care providers may update their usual and customary rates as needed. Licensed child care
providers shall provide FRRC a copy of their updated rate sheet to reflect any changes. Updated
rates shall be effective within 60 days of submission of the updated rate sheet. Rates paid
cannot exceed the state’s current Regional Market Rates (RMR). The reimbursement rate is
determined by reviewing the appropriate RMR ceiling AND the provider’s rate(s).
Provider Payment System
FRRC is required to reimburse providers based on the following guidelines, which cannot be
altered:
Provider rates on file with FRRC are required to be equal to the rates charged to other private
paying parents for the same services. When contracting with FRRC, all Licensed and License-
exempt providers must submit their “usual and customary” charges. FRRC will enter into a rate
agreement with the provider. The agreement will be required by FRRC upon enrollment and
before any payment will be made. The rate agreement will be placed on file with FRRC.
FRRC may reimburse providers in the same way they receive reimbursement from non-
subsidized families; by the hour, day, week, or month. The number of contracted hours of care
determines whether the rate is part time or full time. Payment will be the lesser of these two
and cannot exceed the State’s current Regional Market Rate Ceiling (RMR):
1) Provider rate
OR
2) Current State’s Regional Market Rate Ceiling (RMR)
FRRC will apply the following when paying providers:
29
• Hourly rates will not be paid for full-time care
• Part-time care may only be paid up to the full-time rate and, if at any time the part-time
rate exceeds the full-time rate, FRRC will pay the full-time rate
• A full-time daily rate cannot be applied for more than 14 days of child care in a month
• An Adjustment Factor
may
apply for payment when applicable child care services are
used
Attendance Record Policy
The California Department of Social Services requires FRRC to define full-time care as 30
hours or more per week or 6 hours or more per day. Anything less than 30 hours per
week or less than 6 hours per day is considered part-time care. Reimbursement of
providers is limited to the Regional Market Rate Ceiling for the type of child care
provided.
Parents and providers should understand that by signing the attendance record they are
certifying that the information is true and correct. They are also declaring under penalty of
perjury that child care was provided for the sole purpose for which it was certified.
All attendance records must be delivered to the office by mail or drop box before 5:00 p.m. by
the 5
th
of the month following service. FRRC is not responsible for the post office’s failure to
deliver. Postmarks are not accepted as proof of timely submission.
Attendance Record Procedures
1. All attendance records are due in our office by the end of the business day (5:00 pm) on
the 5
th
of each month to be considered on time.
2. FRRC will accept attendance records through the mail or drop box only. We will not
accept personal hand delivery of attendance records.
• Drop Box: The drop box is located in front of FRRC’s main door at 3127
Transworld Dr, Stockton CA. Attendance records will also be accepted at our
other office locations
• By Mail: Submit attendance records to: Family Resource & Referral Center,
3127 Transworld Drive Suite 100, Stockton, CA 95206
3. Attendance records received in our office via mail or drop box by 5:00 p.m. on the 5
th
of
the month and completed accurately will be processed on a weekly basis.
4. All attendance records received after the 5
th
of the month are considered late. FRRC does
not guarantee the date of payment for late attendance records.
5. Parents must enter their child’s time in and out daily and not at the end of the month.
6. For school-age children, the provider must initial the care for the times leaving for and
arriving from school. The parent/guardian, or other authorized adult, must enter the
child’s time in at the beginning of the day and time out at the end of the day.
7. If a child is absent for any of the regular contracted days, the parent must write the exact
reason why the child was absent in the corresponding space.
30
8. NO faxes or copies of attendance records will be accepted.
9. “White-Out” on any part of the attendance record is not acceptable for submission.
Please draw a line through any errors and initial corrections made.
10. All attendance records will be mailed monthly to the provider. They will be pre-printed
and specific to the approved child care. Providers are not allowed to make any changes
to the pre-printed information on the attendance record or use another child’s
attendance record for payment. If the information on the attendance record received is
incorrect or the provider did not receive a pre-printed attendance record by the 5
th
day
of service, the provider must call our office at 209-948-1553 to request for an
attendance record for the month or for any corrections needed.
11. If a parent/guardian states that he/she is being subsidized by FRRC, but the provider
does not have documented approval by FRRC, contact the FRRC office for an update on
the approval of services.
12. Parent is responsible for any child care expenses incurred prior to FRRC approval or
usage of unauthorized care hours.
13. Both parent/guardian and provider must sign the bottom of the attendance record at
the end of the month with full signatures in blue or black ink verifying that all the
information on the attendance record is true and correct. Incomplete attendance
records will result in late payment or possible non-payment.
14. Attendance records older than 30 days may not be paid.
15. Falsification of attendance records is grounds for termination for the parent and
provider.
Parents and Providers must verify their attendance record(s) before submitting to FRRC.
The following are some guidelines:
• Parents/Guardian’s or other authorized adult’s time in and time out for the child is
accurate & recorded daily on each line
• Provider has initialed for children leaving to and/or returning from school
• No deviations from agreement hours have been used (requires prior approval)
• Reasons for absences for parent/guardian and child are noted on each line
• Check to ensure that both the parent’s and provider’s signatures are not missing at the
bottom of the attendance record at the end of each month
31
Payment Policy & Processing of Payments
The following month after child care services, payment to providers will be through electronic
payment: direct deposit.
Example: Child care provided in the month of September will be paid in
the month of October.
If an attendance record is turned in late or incomplete, FRRC cannot guarantee date of payment.
Attendance records older than 30 days may not be paid.
Any overpayment or underpayment resulting from incorrect attendance records will be adjusted
the following month. Parents and providers should understand that overpayments resulting
from falsified attendance records may be prosecuted for fraud.
1. The fiscal year for FRRC ends on June 30th. Thus, FRRC will be working on closing our
financial records. FRRC must have June’s attendance records no later than July 10th as
FRRC has to account for all of our funding. Any attendance records from the previous
fiscal year, submitted after July 10th, may not be paid. FRRC is unable to pay for child
care provided in a previous fiscal year with funding from a new fiscal year.
2. Child care payments are paid electronically by direct deposit (checking or savings). We do
not allow the pick-up of any payments.
3. When a Child Care Certificate starts after the 1
st
of the month or ends before the last day of
the month, payment will be prorated for the number of days covered by the certificate.
4. Charges for special activities that go over and above the normal care and supervision of
children (i.e., swim lessons, dance lessons, field trips, etc.), will not be subsidized by FRRC.
5. Payment for license-exempt care is reimbursed for actual hours of care up to the maximum
hours as authorized on the certificate.
6. Attendance records may only be paid according to the certificate and will be capped at the
State’s current Regional Market Rate (RMR) for each category.
32
Provider Payment Viewer (Online)
The Online Provider Payment Viewer gives providers the ability to view payments and print their
own check stubs from their home PC/printer. Go to www.frrcsj.org to the “child care payment
information” link to create an account login.
Procedure for Payment Corrections
If the provider believes that FRRC has made an error in the calculations of the attendance
records, the provider should contact us. We will review and correct the error, if applicable. Staff
will call the provider when the correction has been made and when payment is expected to be
posted to their bank account.
Delays in Processing a Payment
Please be advised that the following situations may prevent the payment from being processed
on time:
1. Missing signatures of parent/provider on attendance records at the end of each month
2. Child care hours used that do not match the contracted hours authorized
3. Child’s arrival and departure times are incomplete.
4. Altering, making changes, or using white-out on attendance records.
It is the goal of FRRC to reimburse providers quickly, correctly, and fairly. FRRC understands the
importance of paying providers in a timely manner. Therefore, in order to be fair to all
providers and maintain efficiency for everyone’s benefit, FRRC must strictly adhere to our
agency’s procedures.
FRRC reserves the right to alter our payment schedule in the event of late payment from our
funding source or other unforeseen circumstances. Providers will be notified when or if the
funding is delayed.
Payment Deductions
FRRC reserves the right to deduct from the child care provider’s payment any money owed to
FRRC, including any overpayments. In addition, FRRC will comply with any legal notifications for
garnishments and/or liens.
Child Care Certificates
A Child Care Certificate will be issued for each child enrolled in Subsidized Child Care. The
Certificate will include hours of care needed and payment rate. Any additional rate charges or
late pick up fees imposed by the child care provider are the responsibility of the
parent/guardian. Parents and providers should review the Child Care Certificate carefully before
signing to ensure the accuracy of hours and total rate reimbursement from FRRC.
Reimbursement for child care services is based upon this information.
33
Open Door Policy
All individuals and facilities receiving reimbursement in participation with any FRRC Subsidized
Child Care Program are required to follow an open-door policy which adheres to the following:
• Provides parents unlimited access to their child(ren) and the child care provider(s) caring
for their child(ren) during normal business hours of provider operation and whenever the
child(ren) are in the care of the provider
Violence Free Agency-Zero Tolerance Policy
Violence Free Agency-Zero Tolerance
Family Resource and Referral Center (FRRC) of San Joaquin County is committed to providing
a violence-free workplace that is free from acts of violence or threats of violence. In keeping with
this commitment, FRRC has established a policy that provides zero tolerance for actual or
threatened violence by parents, providers, employees, or any other person affiliated with FRRC.
This policy is also intended to promote workplace security by addressing situations in which
outsiders enter the workplace and engage in violent acts or threaten employees with violence.
Although some kinds of violence results in societal issues that are beyond our control, FRRC
has adopted measures that will increase security and protection for our employees. In order to
accomplish this objective, FRRC must require the cooperation of all parties involved. Any
persons who violate this policy will be immediately terminated from employment and/or agency
services. They will no longer be eligible to receive payments through any programs
administered by FRRC.
Parental Complaints Regarding Child Care Providers
1. For Licensed Provider Care: FRRC encourages parents to report concerns to state
licensing or other appropriate authorities as these concerns arise. FRRC is also required
by law to inform every parent when they call in for child care referrals of their right to
call the State Department of Social Services Community Care Licensing to check a child
care provider’s license and history.
*Community Care Licensing (CCL) can be reached @ (916) 263-5744 for general
information. CCL’s Reporting hotline is (844) 538-8766
Health and safety issues for the children fall under the jurisdiction of licensing. After
licensing has conducted an investigation and make a determination on the complaint,
FRRC will follow licensing recommendations.
2. For License-Exempt Provider Care: Parents may make a verbal or written complaint that
includes the nature of the complaint, the date and time of occurrence, and the name and
address of the provider. Parental choice allows the parent to choose a child care provider
that best suits their child care needs; however, FRRC reserves the right to terminate child
care services with a provider if the agency and the parent feel that the child is in an unsafe
environment.
34
Program Termination for Parents
The following are grounds for termination of a parent from FRRC Subsidized Child Care
Programs for reasons that include, but are not limited to:
• Falsifying any documentation
• Falsifying attendance records or refusal to sign attendance records at the end of each
month
• Failure to sign the child’s time in and time out daily as required
• Failure to submit necessary documentation of ongoing eligibility or missing deadlines
for submitting documentation
• Failure to use child care regularly (indicating a lack of need for care)
• Missing FRRC appointments. FRRC will allow three (3) rescheduled appointments before
a termination Notice of Action will be sent. If the parent is a “no show” and does not call
to reschedule their appointment, they will be sent a termination Notice of Action
• Failure to pay family fees by scheduled due date or late five (5) times in one fiscal year
• Misuse of child care hours
• Over income of the 85% of the state’s income limits
• Failure to recertify
• Expiration of student/parent time limit
• Child over age
• Failure to choose a child care provider
• Not in an approved activity or employed
• Submission of false information and/or involved in any fraudulent activities surrounding
the child care subsidies, either separately or in collusion with the participant/provider
• Violation of the Zero-Tolerance Policy
If a family’s child care services have been terminated by Subsidized Child Care for any reason,
the parent and provider will be notified with a phone call and by mail of the last effective day of
child care services and payment.
Program Termination for Providers
The following are grounds for termination of a provider from FRRC Subsidized Child Care
Programs for reasons that include, but are not limited to:
• Falsifying any documentation
• Falsifying attendance records or refusal to sign attendance records
• Failure to submit necessary documentation or missing deadlines for submitting
documentation
• Submission of false information and/or involved in any fraudulent activities surrounding
the child care subsidies, either separately or in collusion with the participant/provider
• Violation of the Zero-Tolerance Policy
FRRC Program Participation
A provider who is terminated from one program administered by FRRC will be
terminated from all programs administered by FRRC. For example, a provider who has
been terminated by the Subsidized Department will not be allowed to participate in the
Child Care Food Program.
35
Uniform Complaint Procedure
The California Department of Social Services, Child Care Development Division, requires
programs receiving state and federal funding to inform participants of their rights to due
process.
A Uniform Complaint is a written statement alleging discrimination, or a violation of a federal or
state law within the Child Development program, or a variety of other state- and federally-
funded programs. For information regarding the Uniform Complaint Policy and procedures,
contact:
Categorical Programs Complaints Management Unit
California Department of Social Services
Public Inquiry and Response
P.O. Box 944243
Sacramento, CA 94244-2430
Phone (916) 651-8848
Email: PIAR@dss.ca.gov
Parent Appeals of Termination
Parents will be sent a Notice of Action notifying them that program services will be terminated
in 19 days or 10 days for Stage 1 Program parents. An appeal process is available to any parent
who wishes to appeal a decision made by the agency. Appeal procedures accompany each
Notice of Action for termination. All appeal requests must be made in writing and received
within the period of time specified on the notice of action. The provider will be notified if care is
authorized during the appeal process.
A. Parent Request for an Appeal Hearing with FRRC:
If the parent disagrees with an action, the parent may file a written request for a hearing
with FRRC by the appeal due date on the notice of action. Appeal requests should be
submitted to the address indicated in the appeal procedure on the back of the Notice of
Action.
Within 10 calendar days following the receipt of the request for a hearing, FRRC shall
notify the parent of the time and place of the hearing.
The review process is complete when the appeal decision is rendered or if the parent
abandons the appeal process.
The FRRC appeals committee will notify the parent in writing within 10 business days of
the decision. If the parent is dissatisfied with that decision, a written appeal may be filed
with the California Department of Social Services, Child Care Development Division (CCDD.
When a parent appeals while paying a family fee, the parent will be required to pay the
family fee during the appeal period. If a parent is appealing their family fees, the parent
will be required to repay any outstanding family fees owed to FRRC before child care
services are re-instated.
36
B.
Participant Hearings and Procedures for C2AP, C3AP, CAPP, and CCTR Program
Parents Only:
If the parent disagrees with the written decision from FRRC, the parent has 14 calendar
days in which to appeal to the California Department of Social Services, Child Care
Development Division (CCDD). If the parent does not submit an appeal request to the
CDSS, CCDD within 14 calendar days, the parent’s appeal process shall be deemed
abandoned and FRRC will implement the intended action.
The parent shall specify in the appeal request the reason(s) he/she believes FRRC’s
decision was incorrect. The parent with the appeal request shall submit a copy of FRRC’s
notice of intended action and written decision.
Upon receipt of an appeal request, the California Department of Social Services, Child Care
Development Division (CCDD) may request copies of the basic data file and other relevant
materials from FRRC. The CDSS, CCDD may also conduct any investigations, interviews, or
mediation necessary to resolve the appeal. The decision of the CDSS, CCDD shall be
mailed or delivered to the parent and to FRRC within 30 calendar days after receipt of the
appeal request.
C. Participant Hearings and Procedures for Stage 1 Program Parents Only:
If the parent disagrees with an action, the parent may file a written request for a hearing
with San Joaquin County Human Services Agency within 90 days of notification of the
action. The best way to ask for a hearing is to fill out the back page of the Notice of Action
and mail or deliver to:
San Joaquin County Human Services Agency
333 E. Washington Street
PO Box 201056
Stockton, CA 95201-3006
A parent may also file a request for a hearing by calling 1-800-952-5253.
Confidentiality Policy
Child Care Listings (Referrals)
When requesting a child care provider listing, the individual will receive only the name and
phone number of the child care provider. Home addresses of the child care provider are kept
confidential. It is the responsibilities of the parents to contact any potential providers to see if
the providers can meet the needs of their child care. FRRC does not provide recommendations
to any child care providers.
Family and Child Care Provider Information
The use or disclosure of any information maintained in the family, child or child care provider
file will be accessible to FRRC Staff and authorized representatives for the purposes of the
administration of the program. During the course of administering our programs, information
may be regularly exchanged within departments or with applicable State or county agencies and
authorized representatives, including but not limited to, Community Care Licensing, San Joaquin
County Human Services Agency, Child Protective Services and any other contracted agencies.
FRRC retains the rights to verify documentation supplied by parents and child care providers.
37
Parents on our program may review their data file information upon submitting a written
request in advance. Upon receipt of the written request, the request for a file review will be
accommodated within a reasonable time frame. With the exception of authorized
representatives, information shall not be released without prior written acknowledgement of the
enrolled parent or provider unless FRRC receives a legal subpoena/court order or certain
circumstances in cooperation with the District Attorney’s Office and legal authorities when
requested.
Parent Complaint Procedure
If a parent in the FRRC Subsidized Child Care Program has any concerns with our agency, they
have the right to file a written complaint. Any complaint must be made in writing and may be
addressed to:
Family Resource and Referral Center
Attn: Chief Executive Officer
3127 Transworld Drive Suite 100
Stockton, CA 95206
Provider Grievance Procedure
• Grounds for Termination
• Sanctions Less than Termination
Any violation of rules or procedures of FRRC which is not serious enough to warrant termination
of a licensed or exempt provider can nevertheless be reported and retained on file. In case of
such an infraction, a written description of the violation will be written by any FRRC employee
and directed to his or her immediate supervisor within 15 days of the event, with a copy sent to
the provider. If a sanction is suggested, that suggestion will be included in the report. If the
proposed sanction is deemed appropriate by the supervisor or manager, the report will be
forwarded to the Chief Executive Officer, who will inform the provider in writing if a sanction is
being imposed.
If the supervisor does not agree with the sanction but considers the violation serious, the report
may still be included in the provider’s file for future reference. The provider will have access to
the complaint procedure below if he or she wishes to dispute the account of the event or the
imposition of the sanction.
Complaint Process
If a provider disagrees with any rule, procedure, or policy of FRRC, or if a written report of a
violation by a provider has been made and received by a provider, the provider has a right to
complain.
A written complaint will be filed within 15 days of the receipt of a letter describing a violation of
a FRRC rule or procedure and/or a letter imposing a sanction. The initial complaint will be
directed to the immediate supervisor of the person making the original report. A complaint
38
against a rule, procedure, or policy in general, rather than against a report of a specific incident,
will be made within 30 days of the announcement or promulgation of said rule, procedure, or
policy; this complaint will be made directly to the Chief Executive Officer (CEO) of FRRC.
A complaint contesting a report or sanction will be reviewed in concert with the original report
and either upheld or denied within 10 days of the receipt of the complaint. The complainant will
be notified in writing of the outcome of this review.
If the complaint review is made by someone other than the CEO, the complainant may ask for a
further review by the CEO. In this case, the CEO will review all applicable documentary evidence
and uphold or deny the complaint within 15 days. The complainant will be notified in writing of
the outcome of the CEO’s review. If the complainant wishes, he or she may request a personal
meeting with the CEO. This meeting must be held within 30 days of the written notice of the
documentary review.
A sanctioned provider, or one whose review was conducted by the CEO, shall also have the right
to request a personal meeting with the CEO. At this meeting, the complainant may have the
assistance of some other person, but if he or she is to be accompanied to the meeting, the CEO
must be notified in advance. If the accompanying person is an attorney, the CEO shall also have
an attorney present for this meeting. In all cases, with or without the personal meeting, the
decision of the CEO will be final.
Grievance Procedure
If a licensed or exempt provider’s relationship with FRRC is terminated, he or she will be
provided with a written notice of termination, which will include reasons for termination, with
specific reference to the incidents or events which led to this decision. Unless the health or
safety of parents or children in the provider’s care is involved, the provider will be given at least
two (2) weeks’ notice.
Following termination, the provider may request a personal meeting with the CEO for
clarification of events and issues, or to seek reconciliation and/or reversal of the decision. This
meeting with the CEO (or his/her designated representative) will be held as soon as possible,
but not later than (30) days after the termination takes effect. With or without this meeting, the
provider may file a written grievance contesting the allegations, providing additional evidence
and requesting reversal or reinstatement. The CEO will review all the oral and/or written
arguments and assertions presented. The outcome of this review will be reported to the
complainant in writing no later than 30 days from the effective termination or 10 days after the
personal meeting, if such occurs, whichever is later.
If the terminated provider has not reached a satisfactory outcome after the preceding steps, he
or she may appeal the termination to the FRRC Board of Directors by submitting a written
request for a hearing. This request must be completed within 30 days of receipt of the final
decision by the CEO.
Within 30 days of the receipt of the written request, the Grievance will be heard by a panel of
FRRC Board of Director members, by the Executive Committee of the Board, or by the Board as a
whole, at the discretion of the Chair person. The Chair person, or their designee of the Executive
Committee, will preside at the hearing.
39
The appellant shall have the burden of proof and provide to the hearing panel any documentary
evidence which is available and relevant at the time of the hearing. The written grievance
originally submitted to the CEO may be used as part of this presentation. If the appellant wishes
to produce witnesses, the panel shall be notified in advance, and FRRC will cooperate in making
any agency employees available to appear as witnesses, if necessary. Witnesses will be allowed
in the hearing room only while giving testimony.
The appellant may be accompanied and assisted by a person of his or her choosing at the
hearing, but the panel should be notified of the anticipated attendance in advance. If the person
assisting is an attorney, the panel must be notified of this fact, and additional time may be
allowed for the panel to be supplied with an attorney and a court reporter, if such is deemed
necessary by the agency’s attorney.
The CEO’s letter of termination will be the primary portion of FRRC’s defense, but supporting
evidence or testimony may also be presented. If appellant finds any of this evidence or
testimony to be unexpected, he or she may ask for a continuance of the proceedings. The
presiding officer of the hearing panel will determine the date for the reconvening of the
hearing.
The members of the hearing panel may question both parties and witnesses, if any, and the
parties will have an opportunity to cross-examine witnesses and each other. The panel will reach
a decision to uphold or reverse the termination as expeditiously as possible. The appellant will
be notified in writing of the panel’s decision.
Fraud Policy
The California Department of Social Services and our contracting agencies require FRRC to
operate our programs based on accurate information with financial responsibility. Therefore,
every employee, parent, provider, contractor, or other program participant who benefit from any
our programs is required to provide accurate, complete and relevant information.
Intentionally providing false, inaccurate or misleading information in order to access services, or
submitting false claims for services, which the family or child care provider are not entitled to, is
considered fraud. Falsification of child attendance documentation is considered fraud. Willingly
omitting information also constitutes fraud. Fraud is grounds for termination from the program
and legal actions may result.
FRRC retains the right to share information or to verify documentation supplied by the parent or
provider with any applicable agency, business or State and county agency including but not
limited to, San Joaquin County Human Services Agency, Community Care Licensing or the
District Attorney’s Office. FRRC will actively follow-up on suspicious and misleading information
or anonymous tips. FRRC will take corrective action when false or fraudulent information is
verified.
FRRC Subsidized Child Care Department shall actively pursue legal channels to recover funds
paid out for ineligible child care services. Reimbursement of child care costs paid will be
required. The parent/provider may work with FRRC to establish a reasonable payment plan. If
40
the parent/provider fails to reimburse FRRC, we may file a claim through Small Claims Court or
submission of debt to collections and/or legal action by the District Attorney’s Office.
Program Integrity Policy
We encourage all eligible families to utilize the variety of services offered by Family Resource
and Referral Center (FRRC). However, at no time are program services allowed to overlap,
resulting in any form of additional payment reimbursement (double dipping) to which the child
care provider was not entitled.
All parents and child care providers are responsible to report any activities or programs the
child care provider, parent, or child is participating during any FRRC service hours. FRRC has
internal practices to check parent/provider participation activities; however, parents and
providers must immediately report any new enrollment of a program that may overlap with
currently provided child care/preschool assistance.
Violation of the Program Integrity Policy may be determined as fraud; actions will be taken in
accordance with the FRRC Fraud Policy, which may include program termination.
RECEIPT AND ACKNOWLEDGMENT FORM
I acknowledge that I have received a copy of the FRRC Parent and Provider Handbook.
I understand that it is my responsibility to read and comply with the rules and regulations
contained in this handbook.
I understand that it is my responsibility to refer to the handbook and that any questions I may
have regarding its contents should be directed to FRRC.
I agree to follow all laws and regulations that relate to the administration of the subsidized child
care programs, including all applicable licensing laws.
I also agree to follow the rules, regulations and policies set policies set forth in this handbook to
the best of my knowledge and ability. I acknowledge that failure to do so will result in
termination of my child care services with FRRC.
By signing below, I authorize FRRC, Family Resource & Referral Center, to share any information
regarding my child care services with any authorized representatives of FRRC or contracted
agencies. The use or disclosure of information maintained in the parent’s or provider’s file will
be accessible to FRRC staff and authorized representatives, including, but not limited to:
Community Care Licensing, San Joaquin County Human Services Agency, Child Protective
Services, and any other contracted agencies.
My signature below gives FRRC and its agent’s permission to verify employment status,
training status, and any information needed in determining my eligibility for payment of
child development services.
If the information given by, or on my behalf during the certification/orientation process is found
to be inaccurate or incomplete, I will be responsible for repayment to FRRC.
I understand and agree that the child care services with FRRC will be governed by the policies
contained in this handbook. FRRC reserves the right to change, amend, add, modify, supplement
or discontinue any policy or procedure at any time, without prior notice. In such case, FRRC will
provide me a copy of the changed policy or procedure and I understand I must comply with it. I
understand that this handbook supersedes any previous handbook.
Please print and sign your name below, returning this page to Family Resource & Referral
Center (FRRC).
________________________________________ ______________________
Parent or Provider’s Name (print) Date
________________________________________ _______________________
Parent or Provider’s Signature Date
Si usted necesita una explicación en español de cualquiera de las áreas que cubre éste manual, favor de llamar a
Family Resource & Referral Center.
(If you require an explanation of any area covered in this handbook in a language other than English, please contact
the Family Resource & Referral Center.)
