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Health and Safety Coaching Visits Process for License Exempt - Unrelated Providers

Health and Safety Coaching Visits Process for License Exempt - Unrelated Providers

In Michigan, License Exempt-Unrelated child care providers must have a visit to provide coaching or mentoring as an extension of Great Start to Quality Orientation. As their name suggests, License Exempt-Unrelated providers are not licensed, and care of a child under this provider type must be in the child’s home.

The intent of these visits is to support best practices and improve health and safety of children in license exempt care.

This document includes information about Michigan’s Health and Safety Coaching Visits for License Exempt-Unrelated child care providers.

These details include answers to the following questions:

Who is required to participate in a Child Development and Care (CDC) Health and Safety Coaching Visit?

Each unique pairing of a license exempt-unrelated provider and a case requires a coaching visit each year. A provider who cares for children who live at different addresses will be required to complete an annual visit at each address.

Provider enrollment or family case closure and re-opening does not invalidate an acceptable completed coaching visit.

When does a child care provider need to report changes?

Providers must report the following changes by calling 866-990-3227 within 10 days:

  • Name.
  • Address.
  • Social Security Number.

The provider must personally call, because they will need to submit proofs (in most cases).

If the provider does not report these changes, we might not be able to schedule a visit, which stops the provider from receiving CDC subsidy payments for the children.

How will providers be contacted to set up a visit?

Parents and Providers should expect to receive a letter from the coach. This letter will tell them what to expect and will provide the coach’s contact information so that the provider or parent can call the coach (if preferred) rather than waiting to be contacted.

Soon after mailing the letter, the coach will call the provider. If there is no answer, the coach will leave a message, if possible.

After mail and phone attempts, if the provider does not respond or cannot be reached, the coach will notify the CDC office, which will begin the process to end provider assignments.

When is the Health and Safety Coaching Visit conducted?

A license exempt-unrelated child care provider must have a visit at least one time each year for each address where care is provided. The provider must allow the visit when contacted, as described above.

What topics will be covered in a Health and Safety Coaching Visit?

The following is a complete list of all required topics of the health and safety coaching visit: 

Health and Safety Requirements

Observed

Discussed

Resource Provided

Not Compliant

Provider has a working phone available.

Emergency phone numbers are readily available.

Animals kept as pets appear to be non-threatening or are kept away from children.

Smoking is prohibited while children are present.

Provider can explain how to handle different emergencies and determine the appropriate actions to take.

An emergency plan has been developed and is practiced regularly (tornado, fire, injury).

Children are supervised appropriately for their age and developmental abilities.

Provider follows safe sleep practice recommendations from Great Start to Quality Orientation.

Provider follows transportation recommendations from Great Start to Quality Orientation.

Provider follows handwashing recommendations from Great Start to Quality Orientation.

The food preparation area is clean and equipped to prepare snacks and meals.

Perishable food is kept refrigerated, as appropriate.

Sharp objects (such as knives, scissors or tools) are out of reach of children.

Hazardous Materials are inaccessible to children (cleaning supplies, lighters, paint, etc.).
Prescription drugs and other medications are secured from children, stored out of reach and out of sight.
All weapons and ammunition are secured from children, stored out of reach and out of sight.
There is at least one unobstructed exit where the child is cared for in the home.
Designated child care areas, both inside and outside, are clean and safe for children. Non-child care areas are blocked from access.
Provider understands their role as a Mandated Reporter.

 

 

Additional Best Practices

Observed

Discussed

Resource Provided

Working smoke detector(s) is present.

There is a working fire extinguisher readily available in the home.

Protective covers are used on all electrical outlets that are easily accessible to young children.

 

Reminders

Discussed

Resource Provided

Child care providers are required to immediately report incidents of serious injury or death of a child in care.

Annual ongoing health and safety training must be completed within the calendar year.

 

When is a Corrective Action Plan/Follow-up needed?

A Corrective Action Plan (CAP) consists of specific, required improvements that a provider must complete as part of Michigan’s health and safety standards for License Exempt-Unrelated child care providers. When a requirement is not met during the visit, the main goal is to identify the cause, what can be done to address it, and work with the provider to avoid it in the future.

Health and Safety Coaching Visit CAP findings will be one of two levels:

CAP Level 1

  • The provider did not meet one or more health and safety requirements during the visit, and discussion/resources were not enough to meet the requirements.
  • A Corrective Action Plan must be created and certified.
    • The coach will make every attempt to create a CAP during the visit.
    • If a CAP cannot be completed during the visit, the provider must submit a CAP within seven (7) calendar days.
    • The coach will work with the provider to be sure the CAP is acceptable.
    • The coach will notify the provider (and the parent when possible) that the CAP is approved.
    • The coach will inform the parent and provider that an unannounced follow-up visit will be completed.
  • An unannounced follow-up visit must be completed within 30 calendar days of a visit that required a CAP.

CAP Level 2

  • Major concerns exist, which are unlikely to be resolved by a CAP. The coach will notify CDC immediately.
  • These concerns include items such as when the coach witnesses a situation and deems it dangerous or an immediate threat to the health and safety of the child. Because the coach is a mandated reporter, a formal report to Children’s Protective Services and/or law enforcement must be made. The provider will not be approved as meeting health and safety standards.

An unannounced follow-up visit will be required if a CAP is required.

A Health and Safety Coach will make two attempts to conduct an unannounced visit during the time the provider stated (during the original visit) that care normally takes place.

After two unannounced visits are not able to be completed, the coach will send details of the two attempts to CDC to review and/or end the provider’s CDC subsidy payment for the children.

What happens when a visit is completed?

Successfully completed visits are entered in Bridges. This allows the provider to receive CDC subsidy for the children for another year.

What happens when a visit is refused, either by the provider or parent?

If the parent or the provider refuses to allow a Health and Safety Coaching Visit, the provider will not be able to receive CDC subsidy payments for the children.

The children remain eligible for CDC, and the parent may select another child care provider, such as a licensed child care provider.

The provider remains enrolled to receive CDC subsidy, but may not provide care for the same children until a Health and Safety Coaching Visit is completed for those children.

Note: No response to contact and scheduling attempts is considered refusal. Repeated attempts of the parent and/or provider to avoid completing a visit, when visits are scheduled and rescheduled, will also be considered refusal.

What type of concerns will be reported to CDC?

The Health and Safety Coach will report the following concerns to CDC:

  • Children over ratio (more than six children at one time).
  • Care not being provided in the child’s home.
  • Concerns related to the health and safety of the children.

What happens when a coach has a concern?

The CDC office will work to resolve concerns as quickly as possible.

When a concern that stopped a visit is resolved, the provider’s name will be sent back to the coach to schedule and complete the visit.

If a concern listed above stops a visit from being completed, the provider will not be able to receive CDC subsidy payments for the children until the visit is successfully completed.

Because Health and Safety Coaches and License Exempt-Unrelated providers are mandated reporters, Children’s Protective Services (CPS) referral results are monitored by CDC and will follow the steps outlined above for ending CDC subsidy, if appropriate.

When is a CPS referral required?

Coaches and license exempt child care providers are required by law to immediately report suspected child abuse and neglect. MDHHS' Centralized Intake accepts and processes reports of alleged abuse and neglect of children and/or adults 24 hours a day, 7 days a week. To report suspected abuse or neglect, call 855-444-3911.

MDHHS Pub-112, Mandated Reporter's Resource Guide, includes definitions, requirements, and instructions for reporting. Coaches and license exempt child care providers must follow these requirements and should write down their concerns.