Category: Child Care Resource & Referral

Child Care Resource & Referral

Family Child Care Conference Registration Image

🌟 2025 Family Child Care Conference: “FALL into Business”

Calling all family child care providers and facility staff! You’re invited to the 2025 Family Child Care Conference, a full-day professional development event.

🗓 Event Details

Topic: FALL into Business
Time: 9:00 AM – 4:30 PM (Lunch provided)
WV STARS Credit: 7.5 Hours
Eligibility:

  • Family child care providers (caring for 1–6 children)
  • Facility staff (caring for 1–12 children)
    Meets Tiered Reimbursement Conference Requirement

📍 Two Locations to Choose From

Northern Conference

  • Date: Saturday, November 8, 2025
  • Location: Event Center of Brushy Fork
    929 Brushy Fork Rd., Buckhannon, WV 26201
  • Registration Deadline: October 31, 2025

Southern Conference

  • Date: Saturday, November 15, 2025
  • Location: Four Points Sheraton Charleston
    600 Kanawha Blvd. E., Charleston, WV 25301
  • Registration Deadline: November 7, 2025

📝 How to Register

Download and complete the registration form, then return it to:

Tricia Haynes
PO Box 465, Oak Hill, WV 25901
📠 Fax: (479) 480-7359
📧 Email: Patricia.L.Haynes@wv.gov

Download the Registration Form Below:

Registration Form Download

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  1. What is considered a full day?
    a. Care for at least four (4) hours but less than 18 hours per day
  2. What is considered a part day?
    a. There are two types of part day. Part day less than two hours which is care no less than one minute but not exceeding 1 hour and 59 minutes per day. Part day 2 hours but not exceeding 4 hours per day.
  3. Do part days convert to full days?
    a. Yes, part days can convert to full days, Appendix C of the WV Child Care Policy and Procedure Manual (https://bfa.wv.gov/page/ece-policies-and-regulations) list the full conversion chart, but for example 19 billable 2-4 hour days converts to 13 full days.
  4. Is there a way to still get monthly billing with only part days?
    a. Yes, if a child is in care for 13 full days, providers will be paid a monthly rate, this rate will depend on the age of the child and the parents’ fee.
  5. How is time counted?
    a. Time in care begins when the child is dropped off at your site and signed in, time ends when the child is picked up from your site and signed out by the parent. Time is counted in exact minutes to determine the type of day you will be billing. An exception to this is if your site picks up the child from a school location, then time begins when the child is signed in by a childcare worker on the transportation from school to the childcare stie.
  6. If I have the child in the morning and afternoon can those times be added together?
    a. Yes, billing is for the total time in care for the day, so if the child is in your care in the morning before school and in the afternoon after school, those times may be added together to determine the type of billable day.
  7. When should I submit my billing?
    a. Billing should be submitted to the Resource and Referral office no earlier than the first day of the month following the month of care. For example, October billing would be submitted no earlier than November 1st.
  8. What should I submit with my billing?
    a. All billing submissions should include the request for payment form signed by the childcare provider. Family childcare homes and facilities must submit sign in\out sheets for all children in care each month. Childcare centers must submit sign in\out sheets for school age children monthly, and full sign\in and out sheets twice per year as requested by the Resource and Referral office.
  9. Why has billing changed/ new requirements been introduced regarding school-age children?
    a. Billing procedures have not changed, the policy regarding billing for school age children during time they are in school is not new and has been in place for many years and is based on long-standing federal policy.

WV Department of Human Services Logo

📢 Attention Child Care Providers:
There have been several questions regarding billing and payments, including what qualifies as a full or part day and how to bill for school-age children. To assist you, a list of Frequently Asked Questions with helpful answers has been compiled. Also attached is the conversion chart for your use.

 

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Introducing Our New Quality Improvement Monitoring and Compliance Specialists

In April 2025, three new positions were created to enhance oversight of West Virginia’s Tiered Reimbursement/QRIS system. These Quality Improvement Monitoring and Compliance Specialists (QIMCS) are responsible for conducting monitoring and compliance visits in childcare programs participating at the higher quality tier levels. By taking on this responsibility, the QIMCS will allow regional Quality Improvement Specialists (QIS) to focus more on direct program support.

We are excited to share that Kristin Watson and Tanya Winter have stepped into two of these new roles, with a third position to be filled soon. As QIMCS, they will begin conducting monitoring visits and increasing visit frequency, helping to ensure higher quality programs are implementing standards with fidelity.

What Programs Need to Know

  • Programs must provide full access for monitoring as outlined in the Tiered Reimbursement application.
  • A copy of your current application and supporting documentation must be kept onsite.
  • QIMCS will conduct the monitoring visit, but results will be provided to your regional QIS, who will follow up with direct program support and a Quality Improvement Support Plan.
  • As employees of WVECTCR/RVCDS, the QIMCS will always present proper agency identification when conducting a visit.
  • You will receive a call to schedule a monitoring visit window, confirm details, and note up to three blackout dates.

Following each visit, the QIS will meet with your program to discuss findings, support improvements, and connect you with training or technical assistance if needed.

For questions, please contact Jaime Price, Tiered Reimbursement/QRIS Coordinator, at 304-637-5560 or Jaime.L.Price@wv.gov.

Kristin

Kristin

Tanya

Tanya

 

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Calendar Image

Stay informed on billing and attendance requirements for school-age children to avoid payment delays.

✅ Full-day vs. part-day billing
✅ Conversion chart for part days
✅ Required attendance sheets
✅ Submission timelines

📄 Download School-Age Kids Clarification Notice
📄 Download Provider Billing FAQs
📄 Download Appendix C Conversion Chart

#MountainHeart #TogetherWeCan #ChildCare #ProviderUpdate #WVChildCare #BillingTips #ECE

Get Started

 

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MountainHeart is sharing the following information from Catholic Charities West Virginia as a courtesy to our providers. These updates are intended to help family child care providers stay informed about available resources and opportunities to support healthy nutrition in child care settings.

About the Program

The Child Care Food Program (CCFP) is a federally funded initiative that reimburses eligible family child care providers for serving nutritious meals to children in their care. Administered by Catholic Charities West Virginia, the program promotes high-quality nutrition and supports providers with educational resources and financial assistance.

Important Reminder

Please discard any outdated materials that are not labeled for Program Year 2025–2026. Updated documents include current reimbursement rates and the latest non-discrimination statement. Printed materials are available upon request.

Eligibility

If you are certified by the West Virginia Department of Human Services (DoHS) to provide child care in your home and regularly serve meals to children, you may qualify for monthly reimbursement through the program. Providers may also be eligible to claim their own children.

Reimbursement Rates for Program Year 2025–2026

Meal Tier 1 Tier 2
Breakfast $1.70 $0.61
Lunch/Supper $3.22 $1.94
Snack $0.96 $0.26

Example: A provider serving two meals and one snack per day for 23 days could earn between $135.24 and $170.20 per child per month.

Additional Benefits

  • Nutrition education and support
  • One-on-one in-home consultations
  • Workshops and newsletters
  • Meal and snack menu planning
  • WVSTARS training
  • Free resources including cookbooks and calendars

Counties Served

The program currently serves the following counties in West Virginia:

Barbour, Berkeley, Braxton, Brooke, Doddridge, Grant, Hampshire, Hancock, Hardy, Harrison, Jefferson, Lewis, Marion, Marshall, Mineral, Monongalia, Morgan, Ohio, Pendleton, Preston, Pocahontas, Randolph, Roane, Taylor, Tucker, Tyler, Upshur, Webster, and Wetzel.

Sponsoring Organizations

The updated Family Day Care Home Sponsor Map includes:

  • Catholic Charities West Virginia
  • Central Child Care of WV Inc.
  • River Valley Child Development Services
  • Council of the Southern Mountains Inc.
  • Community Action of Southeastern WV Inc.
  • Community Resources, Inc.

Contact Information

For more information or to enroll, contact:

Jane Rose, Director CCFP
Catholic Charities West Virginia
2000 Main Street, Suite 313, Wheeling, WV 26003
Phone: 304-905-9867
Fax: 304-230-1285
Email: jrose@ccwva.org
Website: https://www.ccwva.org

Welcome Letter

Brochure

Sponsor Map

 

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Save the Children WV has an exciting scholarship opportunity available for individuals who reside in the following counties. This could be for child care providers (center, facility, home providers, afterschool providers) or any adult wanting to pursue one of the options listed below (such as a parent or caregiver who would like to enter an education related field).

  • Calhoun (see WORC 6 flyer – AA and BA only – no CDA)
  • Boone
  • Braxton
  • Clay
  • Fayette
  • Gilmer
  • Lincoln
  • Logan
  • McDowell (see WORC 6 flyer – AA and BA only – no CDA)
  • Mingo
  • Nicholas
  • Summers
  • Webster
  • Wyoming

The following scholarship opportunities are available.

  • Child Development Associate (CDA) – 25 slots available (not available for Calhoun or McDowell counties at this time)
    • 100% tuition and textbook for CDA – coursework is online
    • $500 in office supplies
    • $350 barrier reduction stipend
    • $200 completion stipend
    • $2000 in Lakeshore Learning Materials
  • Associate (9 slots available) or Bachelor’s Degree (28 slots available) from an Accredited College of University
    • Tuition: up to $2300 per semester for associate degree. Up to $5500 per semester for bachelor’s degree.
    • Office Supplies: $500 of office supplies provided to participant
    • Barrier Reduction Stipend: $550 annually
    • Lakeshore Learning Materials: $2000 in Lakeshore Learning Materials upon completing degree.

Eligibility requirements:

  • Reside in one of the target counties listed above.
  • Enrolled or accepted into an accredited college or university
  • Maintain full-time course load while on scholarship.
  • Agree to complete the Early Childhood Early Care and Education Empowerment Toolkit – a 12 hour, online professional development course.

Eligible Majors:

  • Counseling
  • Early Childhood
  • Early Childhood Special Education
  • Early Childhood Studies
  • Elementary Education
  • Family Studies
  • Human Development
  • Human Services
  • Interdisciplinary Early Childhood Education
  • Occupational Therapy
  • Physical Education
  • Physical Therapy
  • Psychology
  • Recreational Therapy
  • Social and Behavioral Sciences: Child and Family Education
  • Social Work
  • Special Education
  • Speech and Language Pathology
  • Sports and Recreation

These scholarships are funded through June 30, 2029, so it is possible that individuals that enroll now can have their entire college tuition covered over their college career. For questions or to express interest in applying for this opportunity, please email Brooke Hunter ASSISTANT STATE DIRECTOR, WEST VIRGINIA – PROGRAM IMPLEMENTATION at brhunter@savechildren.org Mobile: 304•412•4799

WORC 6 Recruitment Flyer Download

 

ARC ARISE Recruitment Flyer Download

 

 

 

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