PROGRAMMES IMPLEMENTATION PLATFORM (PIP)

CCS Resettlement/Relocation/Transition

2016/2017

‘How To’ Guide for Service Providers

Release Date: 19/01/2017

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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! Bookmark

not defined.

Appendix 3: Sample Parental Declaration for Transition Registrations ............................................................. 17

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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.

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Fees Lists and Service Calendars

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 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

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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

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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 18th August 2017.

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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.

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Tip: Retrieving Parent 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 Complete the Parent

Information field of First

Name, Last Name and

Date of Birth

b Enter in the previous

registration ID that the

child of this parent has

been registered under

and Hit Get PPSN

c 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.

Tip: Retrieving Parent Eligibility Information

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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

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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.

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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.

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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’

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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.

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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.

Where this occurs, service providers should contact the DCYA directly.

Other: 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.

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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

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Appendix 1: Sample CCSR Registration

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Appendix 3: Sample Parental Declaration for Transition Registrations