Information providers must report to DCYF

Provider registration information and requests

Providers must report any changes in their provider registration and acknowledgment information to the Department of Children, Youth, and Families (DCYF), 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.

Report to DCYF information that is relevant to provider registration including:

· If a provider has expressed interest in registering or if a family has requested a provider who is not actively registered.

· If a provider submits registration materials to your agency.

· If you receive returned mail from a provider.

Use the CCAP Provider Communications Form on SIR to report information about child care providers to DCYF. If providers contact your agency with questions about reporting, refer them to the DCYF CCAP Provider Website or the DCYF CCAP Provider Support Team at ccap.providers.dcyf@state.mn.us or 651-431-4848. See Chapter 11.12 (Provider Registration).

Provider health and safety reporting and complaints

Legal nonlicensed providers must report certain health and safety incidents to DCYF. 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.

Licensed and certified license exempt providers must report these health and safety incidents to their licensor or other regulating authority.

Use the CCAP Provider Communications Form on SIR to notify DCYF when a provider has reported health and safety incidents to your agency. Refer the provider to the DCYF CCAP Provider Website or the DCYF CCAP Provider Support Team at ccap.providers.dcyf@state.mn.us or 651-431-4848 for any questions about reporting information to DCYF.

Your agency may also have responsibilities to report information about health and safety concerns to other agencies. See the “Information CCAP agencies must report to other agencies about providers” section below.

Information providers must report to CCAP agencies

Require all providers to report to the CCAP agency:

· 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 receiving child care assistance.

*When a child’s attendance drops to less than half of their authorized hours or days for a four-week period because a child misses a portion of their scheduled and authorized hours, and not only because of absent days, 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 are also required to report to the CCAP agency:

· If they begin caring for more total children than allowed or for children outside of the allowed age category limits at any one time. See Chapter 9.1.18 (Authorizing Care with Legal Nonlicensed Providers).

Information CCAP agencies must report to DCYF about providers

Complaints about legal nonlicensed providers

Notify DCYF CCAP when your agency gets a complaint or reported incident about a legal nonlicensed provider using the CCAP Provider Communications Form on SIR.

If your agency has records of substantiated complaints or reported incidents related to a legal nonlicensed providers, retain them for:

· 10 years as provided in Minnesota Statutes, section 260E, if the complaint or reported incident was substantiated by your agency’s child protection agency.

· Three years if the complaint or reported incident was substantiated by your public health agency, local law enforcement, and/or other agencies with jurisdiction to investigate the complaint.

Unsafe care and imminent risk

A provider’s CCAP registration can be denied or rescinded if CCAP has reason to believe that the provider’s care is not safe. When DYCF is aware of conditions or situations in a child care program registered by CCAP that is not licensed or certified by the state of Minnesota, it will evaluate the nature, chronicity, and severity of the condition/situation against the following criteria to determine if care is not safe or presents an imminent risk to children.

CCAP agencies must report to DCYF information about unsafe care that may fall under the following criteria:

Imminent Risk	Unsafe Care
A legal nonlicensed provider was determined to have FAILED an annual monitoring inspection for an item that cannot be corrected. See Child Care Assistance Program Legal Nonlicensed Provider Monitoring Checklist (DHS-7867).	A legal nonlicensed provider was determined to have FAILED an annual monitoring inspection for a requirement that can be corrected with written documentation. See Child Care Assistance Program Legal Nonlicensed Provider Monitoring Checklist (DHS-7867).
DCYF CCAP becomes aware of a condition or situation that would result in FAILING an annual monitoring visit and could not be corrected.	DCYF CCAP becomes aware of a condition or situation that would result in FAILING an annual monitoring visit for a requirement that can be corrected with written documentation.
Substantiated Maltreatment of Minors. Reported or suspected maltreatment of minors may be determined imminent risk based on the nature, chronicity, and severity.	Reported or suspected maltreatment of minors.
Failure to report new household member who requires a background study. Failure to report may be determined imminent risk based on the nature, chronicity, and severity.	Failure to report new household member who requires a background study. Failure to report may be determined unsafe care based on the nature, chronicity, and severity.
Provider engages in prohibited actions identified on 5192C. Actions may be determined imminent risk based on the nature, chronicity, and severity.	Provider engages in prohibited actions identified on 5192C. Actions may be determined unsafe care based on the nature, chronicity, and severity.

Program integrity and fraud referrals

Refer or notify the Office of Inspector General (OIG) Child Care Audits and Investigations Unit of providers you have program integrity concerns about, such as concerns about record keeping practices and/or providers you suspect of fraud. See Chapter 13.3 (Fraud Referrals).

Information CCAP agencies must report to other agencies about providers

Within 24 hours of receiving a complaint or reported incident concerning the health or safety of children under the care of a legal nonlicensed (LNL) provider, an agency must relay the complaint or reported incident to the DCYF CCAP Provider Support Team and:

· The county or Tribe's child protection agency if the complaint or reported incident alleges child maltreatment as defined in Minnesota Statutes, section 260E;

· The county or Tribe's public health agency if the complaint or reported incident 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 or reported incident alleges criminal activity that may endanger the health or safety of children under care; or

· Other agencies with jurisdiction to investigate complaints or reported incidents relating to the health and safety of a child.

Agencies must have processes in place to ensure the investigating authority reports back to the agency if the complaint or reported incident is substantiated. If a complaint or incident is substantiated, notify the DCYF CCAP Provider Support Team using the CCAP Provider Communications Form on SIR.

Legal authority

Federal Child Care and Development Fund, 45 C.F.R. Part 98
Minnesota Statutes 142E.16
Minnesota Statute 260E
Minnesota Statutes 13
Minnesota Statute 142E.17, subd. 9d
Minnesota Statutes 142E.16, subd. 6
Minnesota Rules 3400.0035, subp. 5e
Minnesota Rules 3400.0140, subp. 6