Compliance Indicator

Contractors shall develop written policies and procedures. Written information shall be provided to families, providers, and the general public. The written policies and procedures may not be in conflict with law, regulations, and terms of the contract.

Regulations/Reference

CCD Program Instrument: IV. Administrative CCD 20
Title 5: 18222, 18224 & 18105 Funding Terms & Conditions: FY 2023-2024

Monitoring Review Evidence

• Written Information for Families and/or Providers, as applicable

• Evidence may be:

  • Handbooks

  • Postings

  • Webpages

  • Other written materials

Consumer Education

Information

The regulations state that contractors are required to provide information to parents & providers that includes:

• Written grievance procedures for parents & providers

• Parent & Provider Participation policies & procedures

• Written materials for providers

• Written materials for parents

What this might look like in a program:

An agency might include written grievance procedures along with parent & provider participation policies & procedures within the participant handbook.

Information may also be provided through a parent orientation video or Powerpoint that takes new enrollees through the polices & procedures to participate.

Identifying Your Target Population

Understanding your target population & the variables that directly impact your target population are critical components in identifying what your community needs are & how your program can design services that cater to the unique needs of your target population. 

Contractors should start by looking at the Funding Terms & Conditions that outline target population details such as:

• Eligibility criteria for children & families

• Child Age

• Exceptional needs

• Types of care available

• Need for services

Marketing/Recruitment Strategies

Contractors should consider how the target population might drive their agency’s marketing & recruitment plan.

Within your marketing efforts, contractors need to figure out two “who’s;”:

1. Who will be in charge of facilitating the marketing efforts

2. Who is the audience you are trying to reach. 

Timing of your advertising should be strategically planned, especially prior to any mass enrollment time periods. Families walking or driving by should clearly understand how to apply for your program, whether it be a telephone number, a mass application date, website to refer to or walk-in. Think about when you will be posting content over social media, sending flyers home at schools, attending meetings at the local child protective services department or foster care programs, colleges and so on.

Where you are posting content is becoming increasingly important too. Demographics are a key factor in determining the where. The term demographics refers to a statistical analysis of people or a group. It enables an organization to find the group of people who fit the mold of the ideal customer or target population. Demographics finds those people.

Identity/Brand

To support your marketing strategies, agencies need to have attractive marketing materials. Consider how you will inform parents throughout the community regarding the services available, as required in the regulations. 

Using simple, welcoming marketing tools help attract families & it informs them of your core services that are uniquely designed to meet your community’s need. 

Creating an INCREDIBLE Parent Handbook

What’s the objective?

If you are in the beginning stage of writing or updating your parent handbook, it is recommended that your team takes a moment to determine what the main objectives of your parent handbook are.

Use these as your rules, so that when someone sways throughout the rewrite process, there is an agreed upon point to come back to.

Keep your audience in mind.

Your audience for the purpose of writing the parent handbook are families. For subsidized programs, the families we serve come from our target population driven from the eligibility criteria defined in the program specific funding terms and conditions.

Careful attention should be considered when writing and designing a parent handbook if this is our audience.

“Musts & Wants” to include

When determining what stays, what goes and what needs updated, it can truly be an overwhelming experience.

One of the first steps is to organize. Determine the handbooks major headings followed by subheadings.

The process…..

Every incredible handbook starts with a plan to initially develop & a plan for ongoing maintenance.  If your current handbook needs a lot of TLC, you will need to have a “one time event/project” to move from step 1 through step 4.

Step 1 through 4 is where you are building your base for an incredible handbook. Step 5, will be your ongoing process.

After reviewing the video lesson & sketch pad notes, it’s time to check for understanding by completing a Knowledge Check. Note that Individual Knowledge Checks will conclude with a Certificate.

Individual Knowledge Check (ProProfs) >

Group Knowledge Check (Kahoot) >