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 2024-2025

Monitoring Review Evidence

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

• Evidence may be:

  • Handbooks

  • Postings

  • Webpages

  • Other written materials

A family or participant handbook is commonly used to place a compilation of all required written program policies. To start, you’ll want to ensure your handbook has the minimum required policies. Compare your current parent handbook table of contents with Appendix A of the program integrity monitoring tool.

NOTE: Within the Appendix, contractors will find a list of the minimum written policies required for families.

Beyond the philosophy statement, program goals and objectives are reflected within each of the quality program components that address equity, diversity, inclusion, cultural and linguistic responsiveness:

• Family Engagement & Strengthening

• Health & Social Services

• Education Program

• Environment

• Nutrition Services

• Community Involvement

• Staff Qualifications & Development

• Program Self-Evaluation

A center-based program parent handbook will also include many different general policies that not only cover the required Title 5 policies, but the Title 22 licensing requirements too.

Written materials should include the Open Door Policy, along with your Refrain from Religious Instruction, Confidentiality and Equal Access/Non-Discrimination statements.

Include the process for how a family is selected for enrollment such as the program’s admission priorities.

Include the program participation qualifications and review what items must be maintained in the family data file, such as:

• Proof of residency

• Family Language Survey

• Court Order

• Child Exceptional Needs

• Proof of Family Size

• Health & Emergency Information

• Eligibility Criteria

• Need Criteria

• Family Fee Procedures

Your written materials for attendance must Include your attendance policies regarding excused absences, including family emergencies, and days of absence in the best interest of the child and abandonment of care.

Include the process if a family voluntarily wants to disenroll, along with the agency disenrollment policy.

The regulations state that contractors are required to provide parents with written policy and procedures for the various types of grievance or complaints.

What this might look like in a program:

• An agency might include written grievance 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.

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) >