How DEL manages and maintains records

Lately, there have been a number of records issues in both the state and national news. Elected and appointed officials have received attention for everything from failing to disclose records to poor records management policies and procedures.

The Department of Early Learning takes document management very seriously and works hard to ensure that our records are well maintained. There are a number of ways to make sure that our records are kept in a manner consistent with the guidelines set forth in RCW 40.14. The office of the Secretary of State gives state and local agencies guidelines on proper record keeping as well.

There are two ways in which records are classified: the first way is through the State Government Records Retention Schedule – Version 6.0, which classifies a number of commonly used records that span throughout the entire state government. The second is through agency-specific retention schedules. Depending on the type of record, DEL maintains records for between 6 months and 25 years before destroying them. Records Retention Schedules for the State of Washington are held on the Washington Secretary of State website. 

One way records are maintained by the state is the State Records Center, which is operated of the Office of the Secretary of State. To find more information on the State Records Center please visit the Secretary of State's website. 

Another way the agencies’ records are kept is via in-house file cabinets and internal electronic records management systems. We are currently undergoing a large records management project in which we are working to move as many records to the State Records Center as is possible. This is in anticipation of the Department of Children, Youth, and Families (DCYF) merger between DEL and certain offices of DSHS per HB 1661.

In the upcoming months, DEL will work with our counterparts at DSHS to ensure that all records and retention schedules are seamlessly merged and transferred over to the new DCYF on July 1, 2018. 

DEL seeks Early Adopters for new attendance system!

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Hey subsidy providers: we have a great opportunity for you to voice your opinions and help other providers in your community! The Department of Early Learning (DEL) is seeking 200 child care providers to test out and provide feedback on our new electronic attendance system!

These “Early Adopters” will be able to try out the system before next spring, when it will be rolled out to all subsidy providers who don’t already have electronic attendance systems. Early Adopters will receive an orientation on the system and test it out in their own care settings. Then, they will provide their feedback on the system.

DEL will use this feedback from the Early Adopters to improve the system and adjust the orientation to better accommodate all providers, including those who have limited technological expertise.

Washington’s electronic attendance system was created because the federal government is requiring that we improve our attendance recordkeeping for child care subsidies. This new system will not only meet that requirement, but will save providers time, cost taxpayers less, and reduce attendance inaccuracies.

The new system is a simple, easy-to-use software program that works on an electronic device such as a tablet, smartphone, or computer.

Why should I volunteer to be an Early Adopter?

There are several benefits to becoming an Early Adopter of the electronic attendance system. Early Adopters will:

• Be among the first to try out this new system, which will soon be deployed in child care centers and family homes, and to Family, Friends, and Neighbors (FFN) providers across the state;
• Be able to make the orientation and the system better for other providers in their communities;
• Receive monetary compensation for the time they spend participating in the orientation and testing this new electronic attendance system; and
• Be fluent in system use by the time mandatory use is required in July 2018 for providers accepting subsidy families. 

What would I need to do as an Early Adopter?

Electronic attendance system Early Adopters are required to:

• Fill out an initial survey to indicate their interest in being an Early Adopter;
• Participate in the orientation for the new electronic attendance system;
• Use the system where they provide care for one week; and
• Complete a feedback survey about their experience with the orientation and another about using the system.

We anticipate that Early Adopters will need to spend no more than five hours outside of working hours participating in the orientation, setting up the system, and providing feedback.

Who can become an Early Adopter?

DEL is looking for a wide range of childcare providers to test out the system. We want to represent child care providers across the state, including rural and urban providers; child care centers, family home providers, and FFN providers; and providers who speak languages other than English. Because we are looking for a representative group of Early Adopters, not all those who volunteer will be chosen to participate.

If you are interested in becoming an Early Adopter of the electronic attendance system, complete this online form by December 15. Early Adopter applicants will be notified as to whether they have been chosen by January 1, 2018.

For more information on the electronic attendance system, including a complete timeline of the system’s roll-out, visit the Attendance Project website. If you have questions about the electronic attendance system or the Early Adopters phase of the project, e-mail the Department of Early Learning at communications@del.wa.gov or call (360) 725-4430.

Five Children's Books to Support Healthy Families

The research and information about ACES – Adverse Childhood Experiences – is critical in helping us better support children and families who have experienced trauma. But it’s even more critical to focus on what individuals and communities can actually do to help alleviate the negative effects of ACES. In Pierce County, our early learning coalition, Project Child Success, is using the Five Protective Factors as a framework for our efforts.

The Five Protective Factors are the foundation of the Strengthening Families Approach:

1. Parental resilience
2. Social connections
3. Concrete support in times of need
4. Knowledge of parenting and child development
5. Social and emotional competence of children.

Research studies show that when these Protective Factors are well established in a family, the likelihood of child abuse and neglect diminishes. They also build on a family’s strengths and place hardship in context.

We can support the protective factors in our communities and workplaces in large and small ways. One of the small ways the library is supporting them is using picture books to highlight each factor. Here are just a few to illustrate this idea:

Parental Resilience

Boats for Papa by Jessixa Bagley

Buckley misses his Papa and each day gathers driftwood to make a boat, attaching a note to it and sending it adrift to wherever Papa is now. Bagley effectively uses an animal family in this beautiful story of grief, resilience, and love.

Social Connections

Grandma’s Tiny House: A Counting Story by JaNay Brown-Wood

There are so many wonderful things about this book! It counts beyond 10, is filled with joy and connection, and a child is the one to solve the problem. Celebrating friends and family gatherings is a wonderful way to highlight the importance of social connections.

Concrete Support in Times of Need

Last Stop on Market Street by Matt de la Peña

Every Sunday, CJ and his Nana ride the bus to the same place. CJ complains, but Nana always seems to have a loving way to respond. This lovely book (A Newbury winner!) promotes a place that offers concrete support in times of need. But CJ’s Nana’s approach to life does the same.

Knowledge of Parenting and Child Development

The Boss Baby by Marla Frazee

This hilarious book illustrates all the exhaustion, efforts, and love that is required of all new parents. A must read for every new parent.

Social Emotional Competence of Children

Wild Feelings by David Milgrim

This funny book features many similes that English speakers use to describe feelings. It also delivers a comforting message about big feelings (with many laughs along the way).

Picture books are a creative way to approach difficult feelings, events, and challenges. They are one small way to promote the protective factors and offer gentle support for families. Your local librarian can help you find more wonderful books that your children and families will love.

The Compensation Technical Workgroup Needs You! (UPDATED)

UPDATE: The deadline for applications to the Compensation Technical Workgroup has been extended to November 27 at 12 p.m. Download the application here: https://del.wa.gov/sites/default/files/public/ProfessionalDevelopment/Workgroup_Application.docx.

The Department of Early Learning is looking for members from Washington’s early learning community to serve on the Compensation Technical Workgroup. Workgroup members will inform strategies to increase childcare workforce wages and retention rates.

The Compensation Workgroup will be led by DEL and will include 13 representatives from state and federal agencies and the early learning community. Learn about the current progress on compensation efforts for early learning professionals and the scope and structure of the Compensation Technical Workgroup here: https://www.youtube.com/watch?v=E5p-azii59c.

Apply to become a member!

DEL is now accepting workgroup member applications from various community organizations that have seats on the Compensation Workgroup. If you are interested, submit your application and select the community group you represent:

• A coalition of organizations representing nonprofits, professional associations, businesses, and industries in early learning
• A representative from an Early Childhood Education and Assistance Program (ECEAP)
• A representative from a nonprofit child care center
• A representative from a private child care center
• A representative from an organization that provides culturally responsive services for early learning programs in communities with high numbers of families whose primary language is not English

For information about member responsibilities and application instructions, download the member application at https://del.wa.gov/sites/default/files/public/ProfessionalDevelopment/Workgroup_Application.docx. In order to be considered, applications must be completed and sent in by November 10, 2017.

For more information about the Compensation Technical Workgroup, visit www.del.wa.gov/compensationworkgroup.