Frequently Asked Questions from Schools – LLEP Facility Packet

We have gathered some of the most commonly asked questions from schools about the LLEP Facility Packet. The questions are organized by topic. If you do not see the answer you are looking for, please contact the assigned LLEP Consultant for your county.

Note: The information below is aimed specifically at schools. If you are a community-based provider or unlicensed registered ministry, please review the Contact page to obtain personalized assistance for your provider type.

Click on the tabs below to reveal frequently asked questions related to each topic.

F.A.Q.

I work for a school and we would like to join On My Way Pre-K, but I am confused about all of the requirements. Where do I start?

There are three steps to becoming an On My Way Pre-K provider. These steps are outlined in detail on the Application Process page, unless your school-based program is already licensed.

How long does the application process take?

The length of time to complete the process varies based on accurate and timely submission of documentation. Therefore, you should begin the process as soon as possible to ensure you are approved prior to the beginning of the school year.

Do I need to re-apply in order to participate in On My Way Pre-K for the next school year?

Once you are approved as an On My Way Pre-K provider, you do not need to re-apply for On My Way Pre-K. However, you must maintain your CCDF eligibility, which requires a renewal every year. And you will need to sign a new On My Way Pre-K provider agreement each year to reflect any changes to the program.

What is the CCDF?

The Child Care and Development Fund (CCDF) is federal program that is intended to create an integrated child care funding system to assist low-income, working families by providing subsidized child care. This federal program is administered at the state level. The CCDF program provides child care subsidies in the form of a voucher to attend an approved school-based or community-based early learning program.

Why is CCDF used as the standard for On My Way Pre-K?

The legislation that authorized the On My Way Pre-K program requires that providers comply with the standards and requirements for the Child Care and Development Fund.

Schools have our own regulatory standards that are often very similar to the CCDF requirements. Why do we have to also meet CCDF standards?

In order to participate in On My Way Pre-K, all programs must meet the same criteria. We recognize that there is sometimes overlap between On My Way Pre-K and other regulatory requirements

Can I use volunteers in my program for On My Way Pre-K?

Yes, you can use volunteers in your program. If a volunteer works more than eight hours a month, he or she must meet all of the requirements as a caregiver for On My Way Pre-K, including drug testing, criminal background checks and training.

Can I use caregivers that are under the age of 18 in my program for On My Way Pre-K?

Yes, you can use caregivers who are under the age of 18 in your program; however the caregiver must be at least 14 years old. All caregivers under the age of 18 must be properly supervised. You must provide a copy of your supervision policy as part of the CCDF eligibility process.

Can a substitute teacher work in my school-based program for On My Way Pre-K?

A substitute teacher is considered a caregiver for the On My Way Pre-K program. As a caregiver, a substitute teacher is considered in the staff to child ratio and group sizing. Any substitute teacher is required to meet all of the requirements as an approved caregiver for CCDF eligibility.

How do the CCDF requirements apply to teachers for subjects like art, music and physical education?

Any teacher that is counted in the staff to child ratios for any part of the day will need to complete all requirements as an approved caregiver for CCDF eligibility.

What is the LLEP Facility Packet?

For on My Way Pre-K, the LLEP Facility Packet is the application that needs to be completed in order to obtain CCDF eligibility for LLEP school-based programs. This packet includes multiple forms and written guidance for completing the forms.

How do I complete the LLEP Facility Packet?

There are instructions and a checklist within the packet. We have created some videos to instruct providers on how to complete portions of the packet.

How can I tell if I have all of the required documentation for the onsite inspection?

There are checklists included in the packet for LLEP facilities that tell you which items must be completed and submitted with the application and which items must be posted on site or located in your files for the inspection. Your LLEP Consultant will work with you to assure you have completed and submitted all of the necessary documents. Your site visit will not be scheduled until all necessary paperwork has been received.

How do I know if I am a Legally Licensed Exempt Provider (LLEP)?

The definition of a Legally Licensed Exempt Provider (LLEP) is available on the Family and Social Services Administration (FSSA) website.

Which of my staff need drug testing?

For schools, all employees or volunteers who are counted in your child to staff ratios will need to have a drug test. Drug testing must be completed within 60 days of the hire date. Directors or principals that are not counted in child staff ratios will also need to complete a background check.

What if an employee was already working at my program prior to submitting the On My Way Pre-K application? How should I calculate the 60 days?

All current staff will need to complete their drug tests before the program is approved. Your LLEP Consultant can answer any questions you have about this process.

How often does the drug testing need to be completed?

Drug testing is required once upon initial application for the program. Additional drug testing may be required of an individual who is suspected of non-compliance. If an employee leaves your program and comes back with a new hire date, he or she would need to be re-tested.

Do I need to go to a specific place for drug testing?

Testing must be completed by a lab that is certified by the Substance Abuse and Mental Health Services Administration (SAMHSA) and the test results must be read by a certified Medical Review Officer (MRO). Before going to the lab for drug testing, you should ask the lab if they are able to send the test out to a SAMHSA-certified facility and if the results will be read by a certified MRO.

Some facilities offer same-day drug testing? Can I go to one of these facilities?

The same-day drug testing centers do not typically meet the criteria for a SAMHSA-approved facility. You will need to make sure your facility is able to send the sample out to a SAMHSA-certified location for testing and that the results will be read by a certified Medical Review Officer.

Does the state provide a list of approved drug testing locations?

Unfortunately, we cannot provide a list because the number of approved labs changes frequently.

Is there a charge for drug testing?

Yes, there is a fee for testing that is determined by the lab performing the testing. On My Way Pre-K does not reimburse providers for the costs of drug testing.

Where do the drug testing results need to be sent?

Results should be sent from the drug testing company to the LLEP Consultant for review.

Which of my staff need to have a background check completed?

For schools, all employees or volunteers who are counted in your child to staff ratios will need to have a national criminal background check and fingerprinting

How often does the criminal background check need to be completed?

The criminal background check needs to be completed as part of the LLEP Facility Packet and then every three years.

How do I initiate a background check?

State Form 53323 is included in the LLEP Facility Packet and must be completed thoroughly and submitted to the LLEP Consultant for processing. This form gives permission to the State of Indiana to access the National Criminal History results and complete a Sex Offender Registry Check and Child Protection Index Check. There are specific steps that must be followed which are explained in detail in the LLEP Facility Packet.

Who gets the results of my background check?

Results are sent to the Indiana Family and Social Services Administration Office of Early Childhood and Out-of-School Learning.

Where should I go for fingerprinting? Do I need to go to a specific place?

Fingerprinting is completed through a company called IdentoGO. When you go to their website www.identogo.com to schedule your fingerprinting session, it will provide you with a list of approved locations to choose from. You can also call them at (866) 226-2952.

Is there a charge for fingerprinting?

Yes, there is a fee for the IdentoGO fingerprinting. On My Way Pre-K does not reimburse providers for the costs of fingerprinting.

There are two different sets of instructions for IdentoGO in the PES packet. Which set of instructions should I follow?

There are two sets of instructions. One is for adult caregivers and the other is for caregivers who are minors under the age of 18. The instructions for adults are listed on the page entitled “Instructions for Livescan Fingerprinting Appointment Registration” and the instructions for minors are on the page entitled “Juvenile Criminal History in Indiana.”

How do I know which of my staff need First Aid and CPR training?

Every employee that is part of the On My Way Pre-K program and is included in your program’s staff to child ratio and group size is required to have First Aid certification.

How do I know which of my staff need CPR training?

The law requires that at least one caregiver with annual CPR training who also meets the other criteria for the On My Way Pre-K program must be on-site at all times. To ensure compliance, a second individual must also maintain CPR certification. Programs can choose to have additional people be certified in CPR, beyond the minimum requirement.

Can a school nurse be used as the second individual with CPR certification?

Yes, a school nurse can be used as the second individual, but the nurse will be required to meet all other caregiver requirements for CCDF eligibility.

How often does the First Aid and CPR training need to be completed?

CPR training needs to be completed annually. First aid training must be completed every three years or by the expiration date printed on the card/certificate.

Where should I go for training? Do I need to go to a specific place?

There are instructions in the LLEP Facility Packet that tell you which types of training programs are approved. For CPR, you must go to an in-person training that includes demonstrations by participants. For First Aid, you can choose to take an online class.

I am a school-based provider that uses the school bus services to transport children to the program. Do I need to complete the transportation policies for On My Way Pre-K?

School-based programs that use only the school’s transportation service do not need to provide a transportation policy in the LLEP Facility Packet. If you use a private service or provide your own transportation, then you would need to submit all the required forms and information related to transportation.

I read online that On My Way Pre-K offers 53 weeks of services, but my program is only available during the school year. Can I still participate?

Yes, if your program only operates during the school year, the family will be able to select another program for the summer months.

Can I offer different program hours for On My Way Pre-K children as compared with other families?

No, the program hours for On My Way Pre-K must be the same as your regular operating hours.

Where can I obtain a Point of Service (POS) machine to track attendance?

The POS machines are provided by a company called Conduent, a subcontractor of the state. They will contact you within 7-10 business days after your first On My Way Pre-K grant has started. You will need to sign a provider agreement with Conduent and they will send you a POS machine along with other important information.

How can I receive training on how to implement the POS swipe system?

There will be instructions from Conduent, the company that provides the POS machines. Our On My Way Pre-K policy consultants and project managers can also help with this.

If an OMW Pre-K child does not attend the minimum of 25 hours for us to receive the full weekly payment and the family does not have personal days to use, can the family be billed for the remainder of the fee for that week?

This is something you need to work out with the family ahead of time. Providers must clearly communicate their payment policy and expectations to families prior to charging them for services.

Is ISTAR-KR just for children enrolled in the On My Way Pre-K program?

Providers are required to use ISTAR-KR for children in On My Way Pre-K. However, it is a best practice to use the ISTAR-KR for all children in your program. It is provided free of charge.

If a child has a diagnosed need and is on an IEP with the school, are community-based providers able to fill out the ISTAR-KR?

There is a process for a community-based provider to request permission from the owner of the child’s record at the school to enter information into ISTAR-KR for that child.

What if we are denied access for a child with an IEP?

If you are not able to enter the information into ISTAR-KR online, we would ask that you fill out the assessment on paper and keep it in the child’s file at your program site.