Frequently Asked Questions

Budget
Compliance
Data Collection
Enrollment & Attendance
High School Models & PYN
Invoicing & Payment
Policy
Program Operations
Program Supports
Staffing
Staff/Child Ratio

Topic: Budget

Q: Do we need to submit a budget separate from what we submit without RFP application?

A: All budgets submitted must comply with the requirements listed in the scope of work embedded in your contract. The budget must also align with the slots and funding awarded to the site, which may differ from the RFP application.

Q: Is it $37,000 for the 10-month year or $37,000 for a 12-month year?

A: The minimum annual, 12-month salary for a General OST Strategy Site Director is $37,000 a year.   In developing budgets for the 10-month school year, the annual salary should be prorated.

Q: What are the maximum hours Group Leaders can work?

A: This grant does not prescribe a maximum number of hours for Group Leaders. 

Q: How long is the contract, 3 or 4 years?

A: Four years with a continuation activity each year. 

Q: Will there be re-allocations to slots? 

Specific question was unclear (Last year no slot allocation. Will that process happen this year?)

A: There are no plans for slot reallocations. Providers who consistently underperform will be addressed via coaching, conditional contracting, and ultimately contract termination. 

 

Topic: Compliance

Q: Are the admin reviews scheduled or surprised?

A: Administrative reviews are scheduled in advance. 

Q: The MTW seems invasive. Do 100% have to complete?

A: Means Test Worksheets are required for all participants. The worksheet requires a staff signature for completion and a physical copy of the form must exist in the participant file in addition to placing the information in Cityspan. The MTW forms are required because they support state requirements under which the DHS OST program is funded. Please reference the instruction sheet to ensure you are complying with requirements for completion.

Q: For MEANS test worksheet: Where can I find 2019 forms?

A: The 2019 Means Test Worksheet and instructions can be found at philadhsost.org under Forms & Resources and in the Help Center (Reference Tab) within Cityspan. 

Q: For the Means Test Worksheet: Do I need to collect 235% and 400%?

A: The 2019 form only collects for 400%.

Q: If we have direct deposit with PHMC, do we need to complete the form again?

A: Yes, the form must be resubmitted. 

Q: Which PHMC documents are you sending via post office?

A: The award letters were sent electronically and via US Postal service.

Q: Is it too late to change the budget?

A: You will resubmit your budget with your contracting documents. It is not too late for changes. 

Q: What are budget changes based on and what is the process?

A: Please see budget requirements. Budgets will be resubmitted and reviewed for adherence to budget requirements during the contract conformance process. 

Q: Are we automatically “in” for next FY? Do we need to do a re-application? Would that process be similar to this year?

A: The current grant period is four years. Each spring all providers will be required to participate in a continuation application process. It is an electronic report requiring providers to report on their challenges and successes and future plans. Budgets and contract renewal documents are also collected. Performance or compliance concerns may result in conditional contracting mid-year or at the start of a new fiscal year. 

Q: Can you include the month of payment when sending our payment confirmation (it helps when tracking)?

A: Yes, that addition will be made. 

Q: Are we no longer allowed to collect program fees?

A: Fees, including field trips, supplies, uniforms or shirts, etc, cannot exceed $25 per youth, per fiscal year. To ensure that the priorities of the OST programs in Philadelphia are not compromised, City of Philadelphia DHS will require written approval from the assigned contract specialist in order for providers to charge any fees to OST program participants. Requests should be made via email.  

Q: Can we charge a fee for full days? If school is closed and the off-site program is open?

A: Programs my not charge fees in excess of $25.00 per youth for the entire fiscal year. City of Philadelphia DHS will require written approval in order for providers to charge any fees to OST program participants. Fees, including field trips, supplies, uniforms or shirts, etc, cannot exceed $25 per youth, per fiscal year. 

Q: Are we able to collect late fees for parents coming to pick up children after 6 PM?

A: No, late fees may not be charged.

Q: Does PHMC or DHS need to be listed as additional insured on COI?

A: Public Health Management Corporation and the City of Philadelphia and their respective officers, directors, employees and agents, shall be named as additional insured on the General Liability Insurance policy. The School District of Philadelphia should also be named as additional insured if one or more programs operate in a School District facility. A checklist for the Certificate of Insurance is available in the appendices to the Scope of Work.

Q: Do we still submit Sept by 9/10/19 data if there are no programs until 9/19/19?

A: All programs are expected to have completed required data entry by October 10 for all services and program activities that occurred in September.  

Q: Do providers operating in public schools need a license?

A: All general OST elementary and middle school model providers are required to possess a current Certificate of Compliance from the Pennsylvania Department of Human Services (a DHS Certificate or license) for childcare operations. This requirement includes providers operating in public schools.

Q: What about ½ days and in-service days? Are we required to provide programs?

A: In FY20 General OST providers are required to provide services 155 days. Specialized OST providers are required to provider services 90 days. 

 

Topic: Data Collection

Q: Is the SAYO Survey required this year as part of the NIOST evaluation?

A: The observation is a required component. Youth and staff surveys will be piloted with a segment of providers. 

Q: If there’s no other youth and staff present at the site, do we have to maintain the same files, health requirements for all participants? Can other non-program participants be at the site during programming?

A: All youth enrolled in DHS OST programming must have a complete participant file. All adults interacting with youth enrolled in programming must have all required clearances on file and be listed in Cityspan. 

Q: Can you tell us when M3+APAS training will take place?  Will sessions be age + model specific?

A: APAS observations will take place in October and November.  M3 will take place January through March. All will be scheduled ahead of time. 

Q: Do you need to go to monthly Cityspan trainings?

A: No, Site Directors and those who will use Cityspan must go to an initial training. 

Q: Will there be new reports that clearly show which/how many students are meeting dosage requirements?

A: There is a Dosage report in the Custom Reports section of Cityspan. 

Topic: Enrollment & Attendance

Q: Are four kids that came to a high school program at 1 hour each the same as 2 YPS that came for 2 hours for a provider to stay compliant?

A: No, high school students are expected to attend program at least two days per week for two hours each time. 

Each model has contractual requirements related to attendance and utilization.  The following outlines the expected dosage for the academic year:

  • Youth enrolled in elementary school programs will attend an average of four days per week.
  • Youth enrolled in middle school programs will attend an average of three days per week.
  • Youth enrolled in high school programs will attend an average of two days per week

For invoicing purposes, providers can invoice for up to 100% of their slot allocation for each enrolled child that attends at least 4 days per month.  

Q: How will DHS support us with attendance, if it becomes a performance issue?

A: Participant engagement and retention are the responsibility of the provider. Attendance reports are available inside Cityspan in the custom reports section. The Cityspan training highlights those reports and reviews how those reports can be used. Program liaisons are assigned to each site to provide ideas and resources and coaching.   If a provider does not meet attendance targets a conditional contract can be put in place. 

Q: Can you over enroll if attendance for some participants does not meet the requirements?

A: Providers should use their judgement with enrollment to ensure that they meet monthly invoice goals. To earn their full contract, providers must attain full enrollment and achieve attendance targets. Providers will not be able to bill over 100% of the slots awarded.

Q: Can a provider “over subscribe” kids in a program (i.e. 30 slots, 33 kids)?

A: Providers should use their judgement with enrollment to ensure that they meet monthly invoice goals. To earn their full contract, providers must attain full enrollment and achieve attendance targets. Providers will not be able to bill over 100% of the slots awarded.

Q: Do all youth have to attend for 4 days a month in order to draw down 100% of funds?

A: All youth within the General OST strategy must attend four days per month to draw down 100% of funds. Providers can invoice for up to 100% of their slot allocation for each enrolled child that attends at least 4 days per month.

Q: Starting in January, if we should fall below our allotted number of slots will we continue to be paid for the youth attending or lose our contract?

A: For the general strategy, providers can invoice for up to 100% of their slot allocation for each enrolled child that attends at least 4 days per month.  In addition, providers are expected to meet the following dosage for the academic year:

  • Youth enrolled in elementary school programs will attend an average of four days per week.
  • Youth enrolled in middle school programs will attend an average of three days per week.
  • Youth enrolled in high school programs will attend an average of two days per week

If the above-required dosage per model is not met, PHMC reserves the right to convert provider’s contract to a conditional contract. 

Q: What is the required percentage of DHS participants?

A: 25% of all site slots should be filled by young people involved with DHS. 

Q: Do providers still need to take attendance and enter data into Cityspan in order to be paid “fully” for the first 4 months?

A: Yes. Providers will not be paid unless attendance, activity, participant, and staff information is entered into Cityspan. 

Q: Cityspan – Can you do a bulk upload from an excel file? We have 80+ kids enrolled already.

A: No, all youth must be registered into the system per instructions provided during Cityspan training sessions.   Instructions for registering and entering child data can be found within Cityspan’s Help Center in the OST Cityspan User Manual and in the OST Cityspan Cheat Sheets. 

Q: Does DHS directly refer youth?

A: DHS does refer youth who are involved with DHS directly to providers from time to time. Those referrals come from This email address is being protected from spambots. You need JavaScript enabled to view it.. When those referrals are sent to providers, the provider is expected to connect directly with the family and invite them to learn more about the program and support enrollment. All families with active cases receive mailings with information on DHS OST sites. Many families will self-refer to organizations based on what interests them on the list. However, providers are expected to create their own referral network to ensure the 25% target is met.

Q: If a family’s case with DHS closes during the program year, does that child now count as “involved” or “not involved”?

A: Involvement with DHS inside a fiscal year is considered involved even if discharge occurs in that same fiscal year.  

Q: We are specialized and recruit from 40+ schools throughout the district. We don’t ask about DHS involvement. How do we know if 25% have open cases? Or get people to answer this honestly?

A: Providers should build relationships with referral sources that regularly interact with families involved with DHS such as our CUA’s. In addition to CUA collaboration, we encourage providers to connect with the school counselors who can be great referral sources. Many providers include a question in their program application asking if a family is active with DHS. We do not ask providers to verify involvement. If a family discloses please indicate involvement during Cityspan enrollment. 

Q: Are there monthly hour requirements for the students?

A: For the General OST strategy, the following is expected as a minimum level of performance: 

  • Youth enrolled in elementary school programs will attend an average of four days per week for two hours per day.
  • Youth enrolled in middle school programs will attend an average of three days per week for two hours per day.

Youth enrolled in high school programs will attend an average of two days per week for two hours per day.

Q: What if programs can’t start because of the new staff structure?

A: We understand that the first couple of months programs will not be fully staffed nor fully enrolled. Our expectation is to see incremental increases in participation and staffing across the months of September, October, November and December. However, invoices will not be generated and funds will not be dispersed to programs that cannot demonstrate program operations and youth enrollment and attendance in any given month including September based on data in Cityspan.  

Q: With K-5 programs in a K-6 or K-8 school, are they able to enroll older siblings?

A: It is allowable for programs to enroll 10% of youth outside of their model. If a program intends to enroll any youth outside of their model they must obtain permission from the Contract Specialist. 

Q: Can a 5th grader move to MS, a 6th grader to ES, and 8th grader to HS or a 9th grader to MS? Is there a waiver?

A: It is allowable for programs to enroll 10% of youth outside of their model. If a program intends to enroll any youth outside of their model they must obtain permission from the Contract Specialist.

Q: What’s the policy in regard to 6th graders who are siblings of K-5 enrollees?

A: It is allowable for programs to enroll 10% of youth outside of the grade range for their  model. If a program intends to enroll any youth outside of their model they must submit a Model Adherence Waiver and obtain permission from the Contract Specialist.

Q: How long does a child need to stay a day to count?

A: For the purposes of performance and dosage, two hours. 

Q: How can we capture attendance more effectively?

  • Parent sign out/time out are missing (integrity)

Sign-in sheets audits (if program isn’t by hour)

A: All providers are required to use the sign-in/out sheet generated by and Cityspan. See Appendix O in the scope of work for a Sample Sign-in/out Sheet

The complete Sign-In/Out procedure is as follows:

  • Sign-In:

-  All children grades three (3) and above must sign themselves into the program each day with their full name and time of arrival.
-  Children grades K-2 may be signed in by a program staff person, or sign themselves in.

  • Sign-Out:

-  All children and/or their parents and/or caregivers must sign themselves/their children out each day with their full name and time of dismissal.
-  Staff may not sign out on behalf of children or their parents or caregivers.

Attendance data in Cityspan must match the recorded sign-in and sign-out names and times within 15 minute time intervals.

 

Topic: High School Models and PYN

Q: How does youth incentive work?

A: PYN will pay out youth incentives for the General OST Strategy High School model based on a common set of benchmarks. Benchmarks will include progress on the activities required by the high school model (creation of a portfolio, industry tour completion, etc). Additional information about the youth incentives will be distributed to providers later this year.

Topic: Invoicing & Payment

Q: The schedule to submit an invoice is on the 10th, it’s approved on the 15th and paid in 21 business days=Nov 13th at the earliest?

A: PHMC will do its best to ensure payment before 21 business days pass. As noted in the Scope of work, the 21 business day processing time for invoices does not begin until PHMC receives invoice approval from the provider.  

Q: What details do you need on the first 4 months of invoicing? Show expenses?

A: Providers will be expected to sign and return the invoices for 1/10th of the SY award for September through December. Invoices must be supplemented by the DHS approved Expense Report. See additional details in FAQ below. Expense reports are required for every invoice period September through June and must be submitted with each approved monthly invoice.  However, both September and October expense reports will be submitted with the October invoice.  Expense reports are required in order for payment to be made.

Q: Please explain the monthly attendance & invoice process.

A: Providers are paid 1/10th of the total contract amount each month for the first four months of the contract term--September through December 2019. PHMC generates invoices each month for each provider equal to 1/10th of the total contract amount.  Invoices must be approved and returned to PHMC to initiate the payment process.  Invoices will not be generated and funds will not be dispersed to programs that cannot demonstrate program operations and youth enrollment and attendance in any given month including September based on data in Cityspan.  

From January through June 2020, Providers will be paid the monthly seat rate for each enrolled participant that meet minimum attendance requirements up to 100% of their slot amount.  PHMC generates invoices based on enrollment and attendance data entered into Cityspan by the 10th of each month for the preceding month and sends them via email to the provider for approval and signature.  Once the approved reports are received, PHMC initiates the payment process.  To earn their full contract, providers must attain full enrollment and achieve attendance targets. 

As a supplement to each monthly invoice, Providers must submit the DHS approved expense report detailing the application of DHS OST revenue to expenses in the approved budget.  PHMC will generate this report based on prior reported expenditures and the current invoiced amount.  Expense reports must be complete and accurate and expenditures must fall within approved budget categories and amounts.  Expense cannot exceed the year-to-date invoiced amount, inclusive of the current month’s invoice. The expense reports should not include expenditures of other funding sources. Expense reports are required for every invoice period September through June and must be submitted with each approved monthly invoice.  However, both September and October expense reports will be submitted with the October invoice.  Expense reports are required in order for payment to be made.

Funds will be withheld if expense reports and data collection requirements are not met or if reported expenditures exceed the year-to-date invoiced amount.  Additionally, funds may be withheld, suspended or reduced if any program areas are found to be non-compliant during site monitoring visits.

 

Topic: Policy

Q: When discussing quality, what is DHS/OST & PHMC doing to include youth in your decision-making and goal-setting processes?

  • Focus group

Observations in programs

A: Great question! We plan to pilot the youth survey that comes with the NIOST tools this year. Youth feedback is a part of our M3 process along with attendance and observation data. Many other cities that use the NIOST tools train youth as observers. We are more than open to trying that here in Philadelphia. We plan to facilitate quarterly focus groups with youth to get their feedback on programming. 

Q: Will you provide a list of all the organizations represented today?

A: Please visit philadhsost.org to see a full list of grantees. 

Q: Where do we currently rank nationally in OST practices?

A: Both the NIOST tools and M3 are replications of national best practices.

Q: Are we going to have access to this PowerPoint slide presentation?

A: Yes, it is posted at philadhsost.org under Forms & Resources.

Q: Can DHS work to help improve linkages between OST & FES/TIPS providers?

A: DHS OST will offer round tables on this topic, but we require providers to initiate relationship building efforts.

 

Topic: Program Operations

Q: Why can we not stay in buildings past 6 PM if program requirements are to operate 5 days for 3 hours?

A: The City has a memorandum of agreement with the School District of Philadelphia that limits building access to 6PM. 

Q: How do we get on the OST email list? I have not been receiving network-wide emails.

A: In order to maintain an up to date contact list, providers must select at least one “Communication Type” for each staff person inside Cityspan, including those who do not require compliance. This will determine which contact list(s) a staff person is added to for various types of communication from DHS and PHMC. 

Q: What are the PA DHS licensing requirements associated with this grant?

A: As stated in the DHS OST Request for Proposals (pg. 25):  All general OST elementary and middle school model providers are required to possess a current Certificate of Compliance from the Pennsylvania Department of Human Services (a DHS Certificate) for childcare operations. This certification provides guidance regarding minimum health and safety standards for program operation and is required by law.  New sites will have 6 months from contract conformance to obtain a provisional certificate.

New elementary and middle school OST sites should begin the application process immediately. 

If the provider does not have a current DHS Certificate for the OST site, they must demonstrate efforts to acquire a provisional license by registering for a PA DHS orientation session and submitting the initial application for certification to PA DHS.  Providers should be prepared to produce a copy of their registration for the PA DHS orientation and a copy of the certification application to PHMC upon request and at the Administrative Review visit.

As noted above, new sites will have 6 months from contract conformance to obtain a provisional certificate.  Any challenges in meeting this timing requirement must be communicated by the provider in writing to PHMC and DHS prior to the end of the 6-month timeframe.

 

Topic: Program Strategy

Q: How do you know if your program is general or specialized?

A: Providers can find this information in their Provider Agreement (Contract) within Attachment A.  The information was also included in the organizations award letter.  For general information on all awards, please refer to the Notifications of Awards listed on philadhsost.org which includes information on the strategies and model for each DHS OST site.

Q: What are general vs. specialized programs?

A: The General Out-of-School Time (OST) Strategy provides regular programming five days per week, three hours per day, through a system of community-based providers serving

Philadelphia’s most vulnerable neighborhoods. The General OST Strategy emphasizes and requires a high level of collaboration with the School District of Philadelphia. Providers must

demonstrate communication and collaboration with local schools, regardless of whether the

program is located inside a neighborhood public school. The Specialized Activities Strategy is designed to bring youth enrichment providers with expertise in creative and performing arts, athletics and health, and STEM into the lives of Philadelphia youth through robust programming. 

Q: Can you clarify the definition of generalized vs specialized?

A: The General Out-of-School Time (OST) Strategy provides regular programming five days per week, three hours per day, through a system of community-based providers serving

Philadelphia’s most vulnerable neighborhoods. The General OST Strategy emphasizes and requires a high level of collaboration with the School District of Philadelphia. Providers must demonstrate communication and collaboration with local schools, regardless of whether the program is located inside a neighborhood public school. 

The Specialized Activities Strategy is designed to bring youth enrichment providers with expertise in creative and performing arts, athletics and health, and STEM into the lives of

Philadelphia youth through robust programming. Providers within this strategy must serve young people in the non-school hours for a minimum of 100 days per year for at least three hours per day.

 

Topic: Program Supports

Q: Are any of our funded providers also providers who are able to do the Prevention Assistance fund through DHS? We have families in need and now are not able to assist with this resource.

A: Families that are identified as needing resources to keep them from entering the formal child welfare system should be referred to Family Empowerment Services programming via a call to 215-483-4000.

Q: Can you direct us to the vast span of DHS programs to enroll youth?

A: Providers should build relationships with referral sources that regularly interact with families involved with DHS such as our CUA’s.

Q: What is the best way to ensure that we are meeting 25% DHS slots?

A: Providers should build relationships with referral sources that regularly interact with families involved with DHS such as our CUA’s.

Q: Will there be trainings available for the Site Directors and/or Program Supervisors at their level (i.e. trainings that are not the same ones for Group Leads and support staff)?

A: Yes, please see the training section of the Scope of Work beginning on page 22.

 

Topic: Staffing

Q: I’d like to hear more about the 12 hours of PD. For whom? What PD counts?

A: Please see the training section of the Scope of Work beginning on page 22. 

Q: Will DHS training and support include CPR/First Aid certification?

A: Mandated Reporting of Child Abuse and Neglect, Fire Safety, First Aid and CPR, Water Safety are not provided by Philadelphia DHS. 

Q: The new staffing requirements affects our current staff on two important levels. One, it eliminates our supervisor that has been an integral part of the program for 13 years. Supervisor is now downgraded to Group Leader and only 20/hours per week. Because of this, we may not be able to start the program on time, staff will leave for full-time positions. Any ideas on how to keep quality staff?

A: The staffing requirements listed in the scope of work are minimum requirements. If the program currently has staff that exceed these requirements (working more than the minimum number of hours per week) than the program should seek to retain those staff members. In addition, organizations can retain current job titles, but should be able to identify which job titles correspond to the required positions, provided that the identified staff position is performing the responsibilities outlined in the Scope of Work, is receiving at least the required compensation, meets the required degree/education levels, and is working at least the required hours.

Q: Site Director

RFP: 40k

10 mo/33,333 not 37k?

A: The RFP listed the full-time annual salary for the site director as $37,000.  For the 10 month period the prorated salary should be a minimum of $30,833.

Q: Is an Associate degree a minimum for a Site Director (or is this what the waiver will address)?

A: The General OST Strategy Site Director must have attained one of the following qualification levels:

  • Bachelor’s degree from an accredited college or university in early childhood education, child development, special education, elementary education, or the human services field and 1 year of experience with children
  • Bachelor’s degree from an accredited college or university, including 30 credit hours in early childhood education, child development, special education, elementary education, or the human services field and 2 years of experience with children
  • Associate degree from an accredited college or university in early childhood education, child development, special education, elementary education, or the human services field and 3 years of experience with children
  • Associate degree from an accredited college or university, including 30 credit hours in early childhood education, child development, special education, elementary education, or the human services field and 4 years of experience with children

Waivers can be sought if the Site Director’s degree is in a field of study or major other than those listed above.

Q: PA DHS requires 2 years of experience for Group Supervisors; these guidelines require 3 years. Can you clarify this discrepancy?

A: As stated in the Scope of Work, in some cases, City of Philadelphia DHS may require additional staffing restrictions or requirements not found in the Pennsylvania Child Care Regulations. The provider is expected to meet both the requirements of the Pennsylvania childcare regulations, and any additional expectations required by City of Philadelphia DHS.

Q: Can a waiver be used for a potential Site Director candidate pursuing a degree?

A: The completion of an associate degree and at least 3 years of experience with children is the minimum requirement for a site director.   

Q: It is likely that we won’t be staffed and read by September 23rd based on announcement timing. We want our launch to be quality and effective. We may not have a choice, so what happens?

A: We understand that the first couple of months programs will not be fully staffed nor fully enrolled. Our expectation is to see incremental increases in participation and staffing across the months of September, October, November and December. Program elements with youth enrollment and attendance must begin by September 23rd and be entered into Cityspan in order to receive payment for September.

Q: If we have Elementary funding in a K-8 school and funding for middle school by another funding source, does the Elementary Director need to be solely overseeing Elementary?

A: Yes, if a site has both an elementary program and a middle program, there must be a site director for each model. All site directors assigned to the DHS OST contract must only oversee the grade model that is being funded. 

Q: Regarding the Site Director requirement, can a waiver be written for someone that has the required years of experience, is currently in a program and has the required hours needed for an associate degree which is 60 hours?

A: An associate degree is the minimum education requirement for a site director under the General OST strategy.

Q: Is going to school an option to obtain a degree to keep a current position?

A: An associate degree is the minimum education requirement for a site director under the General OST strategy.

Q: Clarification needed: Is staff monthly hours 80? Or must show 20 hour/week?

A: Under the General OST Strategy staff should average 20 hours per week to accommodate training, planning, and program delivery. 

Q: If we have group leaders who work at the school full-time, how do they achieve 20 hours average if they can only work 3 PM – 6 PM and are not able to come in earlier?

A: Organizations should ensure that all staff have time for training and program planning outside of the program delivery window. We anticipate this to allow staff to reach the 20-hour mark. 

Q: If a staff member works in school and can’t start until 2:30 PM is that okay since it averages under 20 hours?

A: Organizations should ensure that all staff have time for training and program planning outside of the program delivery window. We anticipated this to allow staff to reach the 20 hour mark.

Q: We have Elementary and middle school models with one Site Director. Is there a number of students needed to ensure another one or is mandated to have two?

A: Every model must have its own dedicated site director. 

Q: Is the Site Director requirement the same for General and Specialized?

A: Every model must have its own dedicated site director. 

For the General Strategy, the Site Director position is full-time with a minimum annual salary of $37,000.

For the Specialized Activities Strategy, the Site Director position is required, but there is no full-time requirement.   Specialized strategies must comply with the $15 per hour minimum for all staff on the budget. 

 

Topic: Staff/Child Ratio

Q: Need clarity – Are Program Directors counted in ratio count to cover?

A: Site Directors are not counted within the context of ratio. Site Directors should not be assigned a group of participants. 

Q: Can/does the Program Director FTE count in the 15:1 child-to-staff ratio? In other words, can the Program Director provide direct care?

A: Group supervisors and group leaders count toward the staff/child ratio at each site and within each model. Site Directors do not count within ratio. 

Q: Can a full-time Site Director also serve as a Group Supervisor or Group Leader in a program serving 48 slots?

A: Site Directors are not counted within the context of ratio. Site Directors should not be assigned a group of participants.