PROGRAMMES IMPLEMENTATION PLATFORM (PIP) CCS Resettlement/Relocation/Transition 2016/2017

PROGRAMMES IMPLEMENTATION PLATFORM (PIP) CCS Resettlement/Relocation/Transition 2016/2017 How To Guide for Service Providers Release Date: 19/01/2017

Contents INTRODUCTION... 2 STEP 1: Programme Stub Set Up... 3 Fees Lists and Service Calendars... 3 STEP 2: Registering a Child for CCS Resettlement/Relocation/Transition... 4 Tip: PPSNs... 4 Parent Eligibility Info... 4 Resettlement - Start & End Dates:... 5 Relocation Start & End Dates:... 5 Transition Start & End Dates:... 5 Tip: Retrieving Parent Eligibility Info... 7 Approval Process... 9 STEP 3: Amending CCSR 2016 Child Registration... 10 Registration Changes... 10 Registration Change Leaver... 10 Registration Change - Cancellation... 11 STEP 4: CCS Resettlement/Relocation/Transition Registration Requests... 13 Appendix 1: Sample CCSR Registration... 15 Appendix 2: Sample Parental Declaration for Resettlement and Relocation RegistrationsError! not defined. Bookmark Appendix 3: Sample Parental Declaration for Transition Registrations... 17 1

INTRODUCTION As of January 2017, CCS Resettlement and Relocation has now expanded to include measures to assist families experiencing homelessness alongside assisting refugee families. The objective of the programme, now called CCS Resettlement, Relocation and Transition, is to provide childcare services to refugee families and also families who are currently identified as homeless by Focus Ireland. Resettlement and Relocation As part of the current EU initiative on the resettlement of Refugees in Ireland, the need to provide childcare services to refugee families has been identified. A flat rate of 95 per week, for part-time childcare over 4 days per week will be paid in relation to each child attending under CCS Relocation/Resettlement (i.e. CCSR) once approved, for the eligible duration of their childcare place. This guide will provide step-by-step instructions to services in completing, submitting and amending registrations on PIP for the CCSR Programme. Resettlement or Relocation? What s the Difference? Individuals who have entered Ireland as Resettlement refugees, as verified by the Department of Justice and Equality will be eligible for up to a maximum of 60 weeks childcare under CCSR. This will include a number of weeks in childcare in proximity to a reception centre (approximately 8 weeks), and the remaining eligible weeks in a childcare service within the family s resettled community. Individuals who have entered Ireland as Relocation refugees, as verified by the Department of Justice and Equality, will be eligible for up to a maximum of 8 weeks childcare under CCSR. Please ensure that the correct Department of Justice and Equality - Eligibility Letter is provided for all CCSR children. o The letter will contain key information related to both the parent and the child. o The letter will clearly state whether the child is eligible for CCSR under Resettlement or Relocation. Transition Families identified as homeless by Focus (Ireland) with children aged 0-5 inclusive, will now be eligible for childcare under CCSR. Children will be eligible for 25 hours per week, which will include 15 hours of free pre-school (ECCE) where they are eligible for this, or school hours. This free childcare will be available for 33 weeks of the remainder of this academic year. Contracted childcare services will be provided with a flat rate of 110 per week, per child for these part-time children. As part of this initiative parents will not be asked to pay any top up or co-payment for these part-time hours and a daily meal must be provided for each child (which will be included in the subvention rate). All registrations must be supported by an approved Focus Ireland eligibility letter. 2

Please Note: Services must be in contract for either the CCS/CCSP programme in order to submit a CCSR registration. Services can apply for places on behalf of parents directly on PIP. The Transition session is currently available to services in the Dublin area only. Areas outside of Dublin will have access at a later date. STEP 1: Programme Stub Set Up Service Providers who wish to offer a placement to eligible children under CCSR must be in contract with DCYA under CCS or CCSP. To verify if a service has been set up to enable CCSR registrations, navigate to Programme Tab on the PIP Portal and check to see if a programme stub for CCSR 2016 exists. Where a Service Provider wishes to register a child under CCSR but the option to do so is not available on PIP, they must contact their local CCC and complete the CCS Resettlement, Relocation and Transition Application form Once a CCSR programme stub set up request is received from a Service Provider, Pobal will create a stub and mark it as active. Once marked as Active, Service Providers can begin to register children. Fees Lists and Service Calendars Fees List As fees are not permitted to be charged for any session type under CCS Resettlement, Relocation or Transition, service providers are not required to submit a fees list on PIP. Service Calendar Service Providers do not have to submit a service calendar on PIP. Non-payment weeks submitted by service providers on their CCS/CCSP contracts will be applied to calendar for CCS Relocation, Resettlement and Transition 3

STEP 2: Registering a Child for CCS Resettlement/Relocation/Transition 1) Click on the CCSR Registration Form under Create Child Registration in Registration Details Screen 2) Enter Name, Date of Birth and PPSN for Parent. 3) Click Validate PPSN. Tip: PPSNs Where the Parent/Child PPSNs have been cancelled and re-registered, click outside the box in the grey area before clicking the Get PPSN button. Tip: Inputting Fada Signs and Accented Characters PIP Registration Forms will take names with fada signs and accented characters, these are not available for direct input using a QWERTY keyboard. Using the below listed shortcut keys, names can be typed in to a separate word document and from there copy/paste in to the name fields in the CCSR registration form on PIP. For accented vowels options are: Press Alt Gr + letter with accented character (e.g. Alt Gr + a = á) Press Ctrl +, then the vowel (e.g. ctrl + + a = á) For ü ö characters: Press Ctrl + Shift +: (nothing will appear on the screen) now type in u, o etc. to get ü, ö etc. For Ñ: Press Ctrl + ~, then the letter n (e.g. ctrl + ~ + n = ñ) Parent Eligibility Info 3) In the Eligibility Information field enter in the type of eligibility letter criteria the child is availing of: - Resettlement Letter of Eligibility 14 week and 60 week entitlement - Relocation Letter of Eligibility 8 week entitlement - Transition Letter of Eligibility up to 33 week entitlement 4

Resettlement - Start & End Dates: For children with Resettlement eligibility, the start date should correspond with that of the date specified on the Dept. of Justice and Equality Letter. Please enter the eligibility end date as the 24/08/2018. Please Note: This does not necessarily mean that the child will attend the service until that date. When a child leaves the services or reaches the maximum number of eligible weeks the service will have to complete an amendment to the registration Step 3 P.g. 8. Relocation Start & End Dates: For children with Relocation eligibility, the start date should correspond with that of the date specified on the Dept. of Justice and Equality Letter, with the end date being 8 weeks after the start date. Transition Start & End Dates: For children with Transition eligibility, the start date should correspond with that of the date of eligibility as specified on the Focus Ireland Letter. The end date of the eligibility can be up to 33 weeks until the end date of the programme call on 18 th August 2017. 5

4) Eligibility document* MUST be scanned and attached to the Registration Form. There are three letters of Eligibility: The letter of eligibility attached to the registration must match the session type selected on the registration. Resettlement Letter of Eligibility 60 Week entitlement for 0-5 years (including approx. 8 weeks in reception centre + remaining weeks in resettlement community) and 14 Week entitlement for 6-12 years. Please note this letter is on Department of Justice & Equality headed paper. Relocation Letter of Eligibility - 8 week entitlement. The letter of eligibility attached to the registration must match the session type selected on the registration. Please note this letter is on Department of Justice & Equality headed paper. Transition Letter of Eligibility up to 33 weeks entitlement. The letter of eligibility attached to the registration must match the session type selected on the registration. Please note this letter is signed by Focus Ireland. 6

Tip: Retrieving Parent Tip: Retrieving Parent Eligibility Information Eligibility Info Where a Service Provider is re-registering a child, they may retrieve the eligibility information stored on PIP by following these steps a b c Complete the Parent Information field of First Name, Last Name and Date of Birth Enter in the previous registration ID that the child of this parent has been registered under and Hit Get PPSN Tick the Use Existing Eligibility Info box d PIP will then retrieve the eligibility info related to this parent 5) Once submitted, this letter of eligibility should be returned to the Parent. This letter must be used again if/when the parent transfers to a different service and in transitioning to a new Programme Call. Select the appropriate Session Name from the drop-down menu. a. Resettlement 0-5 years (60 weeks) b. Resettlement 6-12years (14 weeks) c. Relocation 0-12 (8weeks) d. Transition 0-5years (33 week) 6) Childcare Start Date: must be a Monday Childcare End Date: must be a Friday - The Childcare End Date cannot be later than the Parent s Eligibility End Date Example: Parent s eligibility ends Wed 14 June 2017 input end dates as Friday 16 Jun 2017. 7

7) For Resettlement and Relocation registrations only: For children whose attendance is less than the required 4 days an Other registration request must be submitted along with the registration. This registration request must outline the reason(s) why the child is in attendance for less than 4 days. These will be verified by the DCYA on a case by case basis. 8) Click Submit If the registration Form will not submit, it will indicate the reason. Please insert the correct information as requested or complete the relevant registration request to submit the form.* See Step 4 for CCSR Registration Requests. ECCE Children availing of Transition Support Where a child is already registered on ECCE but must now avail of transition support, the service provider must enter a leaver for the child on the ECCE programme and re-register the child under CCS Relocation, Resettlement and Transition. If the child is registering within the same service then the service provider must not claim any notice period when entering the leaver on ECCE. If a child is a new starter within a service and has an existing ECCE registration then the CCS Relocation, Resettlement and Transition registration must be submitted with an Already Registered registration request. Please Note: - All Existing and Previous Registration Requests can be viewed under the Request & Appeals section. - Past PPSN Validation issues may result in the previous Registration ID not matching the new form. - Where this occurs: Re-check PPSN details on the Department of Justice and Equality letter supplied by the parent (in the case of a refugee family) or the supporting documentation (in the case of a family experiencing homelessness) If required submit another PPSN Validation Request (See Step 4 Registration Requests) Tip: Fixing an Error 8

If an error has been made in the selection of a session type prior to submitting the form, the relevant row can be deleted by: Hover the mouse over the relevant session Click on the icon highlighted below The option to remove the session will appear, click Control + Delete When the pop-up box appears, click OK 9) Parental Declaration The CCSR Parent Declaration Form must be completed offline i.e. not on PIP. Do not print or use the system-generated Parental Declaration. There are two types of Parental Declaration Form on PIP as follows: - CCSR 2016 Resettlement and Relocation Parent Declaration Form: The Parent Declaration Form to be completed is available on the PIP Homepage/PIP Portal in either English or Arabic - CCSR 2016 Transition Parent Declaration Form: The Parent Declaration Form to be completed is available on the PIP Homepage/PIP Portal in English. N.B. The Parent must Sign the relevant offline CCSR Parental Declaration Form according to session type and be given a copy. A copy of the signed parental declaration must also be kept for compliance purposes. Approval Process - Once the registration details and eligibility documentation have been verified by the DCYA/Pobal the status of the Registration will change to indicate if the registration has been Approved or Declined. - If the registration is declined, a comment will also be viewable in the status comment column to indicate the reason for the decline. 9

STEP 3: Amending CCSR 2016 Child Registration Registration Changes A service provider may need to amend a registration in the following circumstances: a) Leaver When child leaves service or programme. b) Cancellation When registration needs to be cancelled e.g. error on existing registration and service needs to fix and re-do. Steps to Amending a Registration Select the existing registration that requires editing by clicking on the blue highlighted Registration ID under the Select Column. 1) Click Edit Registration 2) Scroll down to the bottom of the Registration Form 3) Under Registration Change select one of the following options from the drop-down menu: Leaver (select this for leavers and any changes in session type) Registration Request (select this if cancelling a registration or submitting a registration request as per Step 2) Please note: There are no Session Top-Ups under CCS Resettlement/Relocation. Registration Change Leaver 1) Select Leaver from the Registration Change drop down menu 2) Enter the details requested ensuring to insert correct changes. Last Date of Attendance: must be a Friday Weeks in Period & Payable Weeks: PIP will automatically calculate these. 10

3) Click Submit 4) Print the Leaver Form for Parent signature. 5) Provide a copy to the Parent and keep a copy on file for compliance purposes. Registration Change - Cancellation Please Note: Submitting a cancellation will cause the entire registration and allocation to be cancelled from PIP. A cancellation must only be submitted once a registration has been approved. If, for whatever reason, a provisional registration must be cancelled, please contact PIP Support. Steps to Cancel the Registration: 1) Select Registration Request the Registration Change drop down menu 2) Select Cancellation from the drop-down menu for reason 3) Enter explanation in comment box 4) Click Submit 11

5) Print the Cancellation Form for Parent signature. 6) Provide a copy to the Parent and keep a copy on file for compliance purposes. If cancelling with intention to re-submit: 7) Please leave a day between Cancelling a registration and resubmitting another registration with the same child s details. 8) Submit a New Registration using the Registration ID from the cancelled registration to retrieve parent and child details 9) Click Use Existing Eligibility Info if applicable to new registration this will pull through the details from 1st registration 10) Complete all required fields with the corrected information 11) Click Submit Offline Parental Declarations The Parent Declaration Form for CCSR is a fully offline process. The Parent Declaration Form is available to print in either English or Arabic from the PIP Homepage for CCSR Resettlement and Relocation and in English for CCSR Transition. Please print from the PIP Homepage and complete manually using details provided on the PIP system. Provide a copy to the Parent and keep a copy on file for compliance purposes. 12

STEP 4: CCS Resettlement/Relocation/Transition Registration Requests Where a CCSR 2016 Registration Form cannot be submitted due to certain validation requirements, the registration form may still be submitted by completing a Registration Request. The reasons under which a Registration Request can be submitted for CCS Resettlement/Relocation/Transition registrations are as follows: PPSN Validation Where NO MATCH for either the Child or Parent PPSN is found, service providers can submit a registration request with supporting document/s that evidences the correct details (registered name, date of birth and PPSN). To avoid delays in the approval of such registrations it is recommended that before submitting a PPSN validation request that all details are checked with the parent to ensure they are correct. Please Note: Where a PPSN has been newly issued, it may not be recognised by the PPSN database. In such cases, a PPSN Validation registration request must be submitted by the Service Provider at the time of registration. In order to expedite the validation of the PPSN Validation request, services are recommended, where possible, to attach a second document matching the child/parent to the PPSN displayed on the Dept. of Justice and Equality s eligibility letter. In cases where a PPSN has been added incorrectly to the Department of Justice and Equality eligibility letter, it is recommended that an updated letter be requested from the parent, to be reissued to the parent by the Department of Justice and Equality. Already Registered A message will appear if the CCS Resettlement/Relocation/Transition child is already recorded as registered in another childcare programme or in another service. In these cases, the service provider should ask the parent if the child has been registered on a different childcare programme, or whether they are/were registered for CCS Resettlement/Relocation/Transition in a different service. Other: Where this occurs, service providers should contact the DCYA directly. A service provider should use this option where they have some other request/issue (not covered above) with the registration being submitted that they wish to highlight to PIP Support. A brief explanation of the request must be provided. Please note that where a child is in attendance for less than 4 days, an other registration request must be submitted detailing the rationale for this. 13

Steps to Completing a Registration Request 1) Click on Add Registration Request (found at the bottom of the registration form) 2) Select the relevant reason from the drop-down menu 3) Enter the details of the request in the Comment Box a short explanation will suffice. Please DO NOT type in PPSN details in the comment box. 4) Attach documents (where relevant) to support the request. Please note that only one file can be attached per registration request. If multiple documents are to be attached, please scan these to the one file and then attach. If scanning to one file is not possible, please add another registration as shown below to submit the additional documents as part 1 and 2 etc. 5) Click remove request to discard any unwanted requests. 6) Press submit when completed require additional assistance to complete registrations please contact Pobal s dedicated Online Support Team - 8am to 6pm (Mon - Fri) Email onlinesupport@pobal.ie Phone 01 5117222 14

Appendix 1: Sample CCSR Registration 15

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Appendix 3: Sample Parental Declaration for Transition Registrations 17