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Minnesota Department of Human Services Child Care Assistance Program (CCAP) Policy Manual
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11.18 Provider Reporting

ISSUE DATE: 02/2018

Require all providers to report IMMEDIATELY to the CCAP agency:

  • · Child absence days when the child has been absent more than seven consecutive days.
  • · When a child attends less than half of their authorized hours or days for a four-week period.
  • · End of care for a child covered by child care assistance.
  • · Any changes in initial information in the provider acknowledgment including the provider’s rate, charges for absences and holidays, any notice days required before a child discontinues care, and any required registration or activity fees.
  • · Suspected maltreatment of minors, to the appropriate authority.
  • · Death of a child while in the care of the provider, to the appropriate authority.
  • When a child’s attendance drops to less than half of their authorized hours or days for a four-week period, providers must report this in the Comments section of the Billing Form. Other attendance information may be reported on the Billing Form or by notifying the family’s CCAP worker.

    Legal nonlicensed providers and license-exempt centers reporting

    Legal nonlicensed providers and license-exempt centers must report certain health and safety incidents to the CCAP agency. The CCAP agency must report the incident(s) to the agency’s policy specialist at the Department of Human Services.

    Incidents that must be reported are:

  • · Serious injuries of children. A serious injury is one that requires treatment by a physician.
  • · Suspected maltreatment of minors. Maltreatment includes physical abuse, neglect, sexual abuse, and mental injury.
  • · Death of a child while in the care of the provider.
  • The Death, Serious Injury, Maltreatment Report Form (DHS-7583) can be used by providers and CCAP agencies to report these incidents. This is an optional form. Reports can also be made using other methods.

    In addition, require legal non-licensed providers to report all changes that require reauthorization. See Chapter 11.24 (Provider reauthorization).

    Agency responsibilities regarding complaints including reported incidents

    Within 24 hours of receiving a complaint concerning the health or safety of children under the care of a legal nonlicensed provider, an agency must relay the complaint to:

  • · the county's child protection agency if the complaint alleges child maltreatment as defined in Minnesota Statutes, section 626.556, subdivision 10e (suspected maltreatment of a minor must also be reported to the agency’s policy specialist at DHS);
  • · the county's public health agency if the complaint alleges a danger to public health due to communicable disease, unsafe water supply, sewage or waste disposal, or building structures;
  • · local law enforcement if the complaint alleges criminal activity that may endanger the health or safety of children under care; or
  • · other agencies with jurisdiction to investigate complaints relating to the health and safety of a child.
  • Agency responsibilities regarding substantiated complaints

    If a compliant against a legal nonlicensed provider is substantiated, upon receiving notice of a substantiated complaint, the provider’s registration should be closed unless the conditions underlying the substantiated complaint have been corrected.

    If a complaint against a legal nonlicensed provider is substantiated by the county’s child protection agency, the county must keep a record of the substantiated complaint as provided in Minnesota Statutes, section 626.556.

    If a complaint is substantiated by the county’s public health agency, local law enforcement, and/or other agencies with jurisdiction to investigate the complaint, the county must keep a record of the substantiated complaint for three years. Upon request, information governing substantiated complaints shall be released to the public as authorized under Minnesota Statutes, chapter 13.

    Legal authority

    Federal Child Care and Development Fund, 45 C.F.R. Part 98
    Minnesota Statutes 626.556, subd. 10e
    Minnesota Statutes, chapter 13
    Minnesota Statutes 119B.125
    Minnesota Rules 3400.0120, subp. 5
    Minnesota Rules 3400.0140

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