Early Learning and School Readiness

Early Learning and School Readiness: Coronavirus Update

This page was originally produced 4/2/20; 
4/26/20 updates below in gray boxes.
Page updated 5/21/20 to reflect rescission of Stay at Home Order.

Early learning programs can support both young children and their families during the ordered school-building closure. Being at home without the regular routine of school can be stressful to young people who may not understand why things have suddenly changed. Similarly, some parents must continue working from home while caring for their young children, while others may be facing financial hardships or social isolation. 

The information in this document is intended to help inform the actions of early learning programs during this period. Please refer to the Ohio Department of Education’s website for up-to-date information. While practicing social distancing to flatten the curve and slow the spread of COVID-19, there are ways to be flexible and creative while continuing to support young children and their families most in need.

This document is categorized into content-specific sections to assist programs in locating information most pertinent to them. The first part of the document contains information relevant to all early learning programs and presents general information.

General Information for all Early Learning Programs 

The remainder of the document provides content-specific information regarding the following: 

 

​GENERAL INFORMATION 

ARE ALL EARLY LEARNING PROGRAMS REQUIRED TO COMPLY WITH THE MANDATORY CLOSURE? 

Yes, all preschool and school-age child care programs licensed by the Ohio Department of Education are subject to the ordered closure. This includes programs that operate in schools, as well as those operated in other facilities (including, but not limited to, programs operated by educational service centers).

As of April 1, 2020, only programs approved as pandemic child care centers are permitted to operate. The Ohio Department of Job and Family Services (ODJFS) is responsible for making this designation. A school district can apply for this designation, as can another entity (for example, a YMCA or parks and recreation center) that plans to use a school building as the pandemic child care center location. To learn more about the parameters and application process to seek and become designated as a pandemic child care center, click here. For additional questions, contact the Ohio Department of Job and Family Services Child Care Help Desk at 1-877-302-2347, option 4.. 


HOW CAN EARLY CHILDHOOD EDUCATION GRANTEES SUPPORT CHILDREN AND FAMILIES DURING THE ORDERED SCHOOL-BUILDING CLOSURE PERIOD? 

Program staff can engage in a variety of activities to support young children and their families. These include:  

  • Connecting with children and families to provide social-emotional support (via phone calls, Facetime, Skype, Zoom, etc.). These types of opportunities maintain a connection between the child and family and the program and offer support to young children. 
  • Providing families with education and engagement opportunities (including community supports, such as information about where meals are being provided, Helping Parents Cope with Stress, and safe ways to connect with teachers—like a virtual story time through a private Facebook group).  
  • Helping families support their child’s health and well-being during Ohio’s ordered school-building closure, including these Ten Tips for Parents
  • Gathering information and sharing it with families regarding developmentally appropriate activities they can do at home with their children, including websites, apps and activity ideas such as the suggestions below*
    • INFOhio’s Early Learning Portal includes free apps for preschool-age children aligned to Ohio’s Early Learning and Development Standards. 
    • Caring for Each Other (Sesame Street) provides resources designed to provide comfort, manage anxiety and foster learning at home, including activities for daily routines, videos, printable resources and interactive games. 
    • Early Childhood activity resources are available for children and families.  
    • Family Literacy calendar can provide ideas for daily activities.  

    • Good Housekeeping compiled a long list of virtual field trips to zoos, museums, theme parks and aquariums, just to name a few. Find the list and links here.  

  • COVID-19 Strategic Planning Toolkit for Education & Nonprofit Leaders from Bellwether Education Partners is a free, easy-to-use, practical resource that helps leaders make decisions and actionable plans. The planning framework takes leaders through four key steps: Reground, Prioritize, Plan and Connect. The toolkit includes a workbook that can be tailored and populated with an organization’s information.  
  • Wide Open School is a free online resource to support families and educators who are transitioning to remote learning as a result of the coronavirus. The website is a good source of quality content that provides educators with the support they need to shift to remote teaching and a one-stop place for families to engage kids who are now learning from home. 
  • The Center on the Developing Child at Harvard University has developed a Guide on COVID-19 and Early Childhood Education.    

Please keep in mind the developmental appropriateness of activities suggested for preschool-age children. Distance learning for a 3-5-year-old child generally requires the help, support and supervision of a family member.  

* This list is not comprehensive, and the Ohio Department of Education does not endorse these products. We are making the list available to support engaging students in learning during the school-building closure period. 

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EARLY CHILDHOOD EDUCATION GRANTS 

IF PROGRAMS ARE NOT ABLE TO MEET THE 12.5 HOUR/WEEK AND/OR THE 455 HOUR/YEAR TIME REQUIREMENT AS A RESULT OF THE CLOSURE, ARE THEY REQUIRED TO MAKE UP THE HOURS?  

If programs are not able to meet the mandatory minimum instructional hours per week and hours per year requirements due to ordered school-building closure resulting from COVID-19, the Department requests a waiver application from the program. Programs can submit a waiver request using the Alternative Operating Schedule Waiver form found here. Clearly indicate on the form, in the area provided, that the waiver request is being made due to the mandated school-building closure due to COVID-19, if that is the case. The Department will provide flexibility to all programs seeking waivers for the minimum instructional hours per year. 

 

WHAT PROGRAM ACTIVITIES CAN CONTINUE DURING THE ORDERED CLOSURE PERIOD?  

A variety of activities that are part of Early Childhood Education Grant programs can continue. Activities should be in support of providing services to young children and their families to continue preparing them for kindergarten. In addition to the items listed in the General Information section, examples of allowable activities (permissible uses of funds) include:  

  • Virtual staff meetings (for example, conference calls, Zoom meetings and Skype). 

  • Curriculum planning, preparation or work created for the children. 

  • Lesson plan development. 

  • Remote teaching and learning with children. 

  • Early Childhood Education Grant program data entry and validation. 

  • Online professional development for staff. 

  • Administrative costs associated with programs (for example, processing project cash requests (PCRs), budget adjustments, payroll and budget operations). 

  • Family education and engagement opportunities (including community supports, such as information about where meals are being provided and how families can support their children during the period of ordered closure). 
  • ​Budget revisions, as necessary to adjust for changes as a result of the ordered closure period. Directions for submitting a budget revision can be found here


SINCE PROGRAMS ARE CLOSED, WHAT ARE THE REQUIREMENTS FOR COMPLETING AND REPORTING THE EARLY LEARNING ASSESSMENT SCORES?  

Please refer to the Early Learning Assessment section of this webpage for information.  

 

IS THERE ANY REASON FUNDS ALREADY PAID WOULD NEED TO BE RETURNED THROUGH THE EARLY CHILDHOOD EDUCATION GRANT? 

No. Funds that have been paid to programs were paid for work already accomplished.  
 

CAN PROGRAMS CONTINUE TO DRAW DOWN EARLY CHILDHOOD EDUCATION GRANT FUNDS FOR EXPENSES DURING THE CLOSURE PERIOD? 

Yes, programs are permitted to submit project cash requests for expenses, even if the program is not currently operating, if the activities are allowable expenses.   

 

CAN PROGRAM STAFF BE COMPENSATED DURING THE CLOSURE PERIOD? 

Yes, in recognition of the unique circumstances associated with program closure, staff may continue to be compensated as normal using the Early Childhood Education grant funds. Programs should follow the established polices set by their local school districts or programs regarding staff wages and benefits.  

 

CAN EARLY CHILDHOOD EDUCATION GRANT FUNDS BE USED TO PAY FOR UNEMPLOYMENT DURING THE TIME OF CLOSURE? 

Yes, please ensure funds are categorized within the appropriate budget category to allow for funds to be used for this purpose. Program staff will manually backdate budget revisions to no earlier than March 16, 2020, for revisions made for this reason. 

 

WILL EARLY CHILDHOOD EDUCATION GRANT PROGRAMS BE ABLE TO INCUR EXPENSES FOR FISCAL YEAR 2020 AFTER JUNE 30, 2020, BECAUSE PROGRAMS ARE CLOSED AND NOT ABLE TO SPEND ALL OF THEIR FUNDS FOR THE CURRENT FISCAL YEAR? 

No. the Early Childhood Education Grant is funded with state general revenue funds. Funds are not permitted, in this case, to be carried over from one fiscal year to the next. The grant activities end on June 30, 2020. 


WHO CAN GRANTEES CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS? 

Early Childhood Education grantees interested in additional support may contact their assigned education specialists. A link to their contact information and assigned counties can be found here.  

 

Janene Kehl, Assistant Director – Janene.Kehl@education.ohio.gov   
Erin Bagley, Education Program Specialist – Erin.Bagley@education.ohio.gov  
Amy Parker, Education Program Specialist – Amy.Parker@education.ohio.gov  

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EARLY LEARNING ASSESSMENT

WHAT IS REQUIRED FOR THE SPRING 2020 EARLY LEARNING ASSESSMENT ADMINISTRATION AND REPORTING? 

Due to the significant reduction in the number of school days, the Early Learning Assessment spring 2020 administration is not required for any Department-funded Preschool Special Education or Early Childhood Education preschool program. While not required, programs may optionally choose, at their discretion, to complete the assessment with some, or all, of their students. This information may be reported in EMIS or the Enterprise Application System; but, again, it is not required.    

 

WHAT WILL HAPPEN TO 3-5-STAR-RATED PROGRAMS THAT ARE NOT ABLE TO COMPLETE CHILD ASSESSMENTS THIS SPRING AS REQUIRED TO MAINTAIN THEIR STEP UP TO QUALITY STAR RATINGS DUE TO SCHOOL BUILDING AND/OR PROGRAM CLOSURES? 

Programs that are rated 3-5 stars will maintain their star ratings during the mandated school-building closure. Child assessments that cannot be completed during the closure will not impact ratings.    

 

ARE PANDEMIC CHILD CARE PROGRAMS THAT ENROLL EARLY CHILDHOOD EDUCATION GRANT FUNDED CHILDREN AND/OR PRESCHOOL CHILDREN WITH DISABILITIES REQUIRED TO COMPLETE THE EARLY LEARNING ASSESSMENT?    

No. Programs operating under the temporary pandemic child care center license are not required to complete the Early Learning Assessment for any child.   

 

WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS? 

Sophie Hubbell, Assistant Director – Sophia.Hubbell@education.ohio.gov   
Elizabeth Sailer Agnew, Education Program Specialist – Elizabeth.Agnew@education.ohio.gov
Megan Shuler, Education Program Specialist – Megan.Shuler@education.ohio.gov 

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KINDERGARTEN READINESS ASSESSMENT

WILL SCHOOLS HAVE MORE TIME TO REPORT FALL 2019 KINDERGARTEN READINESS ASSESSMENT RESULTS?  

Yes. The deadline for entering fall 2019 Kindergarten Readiness Assessment scores into EMIS has been extended to April 24, 2020. If this extended deadline causes hardship, please contact one of the team members listed at the end of this section.     

 

WILL THERE BE ANY CHANGES TO THE KINDERGARTEN READINESS ASSESSMENT FOR FALL 2020? 

Based on recommendations from a stakeholder advisory group, the Department has been pursuing changes to the Kindergarten Readiness Assessment for fall 2020. More details about the delivery of new test materials, available training and planned administration window are forthcoming.    

 

WHEN WILL KINDERGARTEN READINESS ASSESSMENT TRAININGS BE AVAILABLE FOR NEW TEACHERS? 

In previous years, Kindergarten Readiness Assessment training for new teachers was available beginning in late spring and throughout the summer. This year, the Department has been revising the required training for the Kindergarten Readiness Assessment to allow teachers to complete the training online. As such, the Department will begin offering virtual Kindergarten Readiness Assessment teacher trainings in May 2020, and the trainings will continue to be available throughout the summer. A limited number of in-person trainings will be scheduled throughout the state when it is safe to resume in-person events. As in previous years, all Kindergarten Readiness Assessment trainings will be posted in the System to Achieve Results for Students (known as STARS). 

 

WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS? 

Sophie Hubbell, Assistant Director – Sophia.Hubbell@education.ohio.gov 
Elizabeth Sailer Agnew, Education Program Specialist – Elizabeth.Agnew@education.ohio.gov
Megan Shuler, Education Program Specialist – Megan.Shuler@education.ohio.gov 
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PRESCHOOL AND SCHOOL-AGE LICENSING

HAVE PRESCHOOL AND SCHOOL-AGE LICENSING INSPECTIONS BEEN CANCELED FOR THE CURRENT SCHOOL YEAR?  

Licensing visits for preschool and School-Age Child Care programs currently are not being scheduled during the ordered school-building closure. Communications between the Department’s licensing specialists and programs that were scheduled for visits will resume when the school-building closure ends. 

 

ARE OHIO DEPARTMENT OF EDUCATION-LICENSED PROGRAMS ELIGIBLE TO APPLY FOR THE TEMPORARY PANDEMIC CHILD CARE LICENSE THROUGH ODJFS?  

Yes. Ohio Department of Education-licensed programs are eligible to apply for the temporary pandemic child care license to provide care for “essential workers.” School districts can apply for this designation, as can another entity (for example, a YMCA or parks and recreation center) that plans to use a school building as the pandemic child care center location. To learn more about the parameters and application process to apply for and become designated as a temporary pandemic child care center, click here. For additional questions, contact the Ohio Department of Job and Family Services Child Care Help Desk at 1-877-302-2347, option 4. 

 

ARE PROGRAMS REQUIRED TO SUBMIT CORRECTIVE ACTION PLANS REQUIRED AS A RESULT OF A LICENSING INSPECTION? 

If a program was in the process of developing a corrective action plan when schools were ordered to close and program administrators are working, the program still should submit the Corrective Action Plan through the Ohio Child Licensing and Quality System (OCLQS). If the program was in the process of developing a Corrective Action Plan but program administrators currently are not working, the Corrective Action Plan should be submitted once program administrators are back to work. 

 

WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL LICENSING QUESTIONS? 

For additional support regarding licensing, contact the Licensing Team via email at OELSR.Licensing@education.ohio.gov. Contact information for individual team members can be found here


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PRESCHOOL SPECIAL EDUCATION

WHAT ARE DISTRICT REQUIREMENTS FOR NEW PRESCHOOL SPECIAL EDUCATION REFERRALS AND IDEA PART C TRANSITIONS DURING SCHOOL CLOSURES?    

The U.S. Department of Education and Ohio Department of Education understand schools may not be able to provide all services in the same manner they typically are provided. Schools should continue to try to provide a Free Appropriate Public Education (FAPE) while balancing the need to protect the health and safety of students with disabilities during this national health emergency. It is important for school personnel and parents to work together collaboratively during this time to find ways to continue to serve and educate students with disabilities. 

Districts are encouraged to complete as much of the process as possible in accordance with the guidance provided in the document Considerations for Students with Disabilities During Ohio's School-Building Closure.   

  

IF A DISTRICT IS NOT PROVIDING PRESCHOOL GENERAL EDUCATION SERVICES TO ANY CHILD, DOES THE DISTRICT HAVE TO PROVIDE PRESCHOOL SPECIAL EDUCATION SERVICES?      

During the ordered school-building closure, school buildings are closed to students, but many schools are making a good-faith effort to provide educational services to students. Therefore, good faith efforts also must be made to provide specialized services to students with disabilities during this time. Schools will need to consider the exact nature and duration of the services provided during this period on a case-by-case basis depending on the needs of individual students and always being attentive to protecting the health of students, families and practitioners. Services can be provided remotely if possible. Some services may not be able to be provided during the ordered school-building closure period. 

Specifically, for preschool special education, if schools are providing any type of general educational services to students of any age or grade, then preschool special education services should be provided. Once again, the provision of services should be attentive to protecting the health of students, families and practitioners. Services can be provided remotely if possible. Some services may not be able to be provided during the ordered school-building closure period. 

Please keep in mind the developmental appropriateness of activities suggested for preschool-age children. It is recommended that Preschool Special Education staff use an indirect service delivery model and work with children's families and caregivers to continue providing special education services. Distance learning for a 3-5-year-old child, especially a child with disabilities, will require the help, support and supervision of a family member.  

  

ARE DISTRICTS REQUIRED TO COMPLETE THE CHILD OUTCOMES SUMMARY PROCESSES FOR ALL ELIGIBLE CHILDREN AND ENTER SCORES FOR THE SPRING 2020 DATA REPORTING ASSESSMENT WINDOW?  

The Child Outcomes Summary Process requirement, which is required to be completed and reported for preschool students with disabilities at entrance into Special Education annually and at exit is changed as follows: 

  • For children entering Preschool Special Education during this time of ordered school-building closure, school personnel should be making good faith efforts to complete eligibility determination processes, as guided by theConsiderations for Students with Disabilities During Ohio's School-Building Closure document. To complete the entry Child Outcomes Summary, the following options are available:    

    • If the child is coming from Part C and school personnel have access to the data, the Exit Child Outcomes Summary Form information from Early Intervention (Part C) can be used;  

    • When planning for the evaluation to determine eligibility, aligned to the guidance document referenced above, evaluation data could be used in completing the Child Outcomes Summary;  

    • If an evaluation cannot be completed due to a school-building closure, the Child Outcomes Summary process can be completed whenever the evaluation can be completed.   

  • For any child who has an annual Child Outcomes Summary process that is currently due or overdue, the Child Outcomes Summary process does not need to be completed. The annual Child Outcomes Summary process will not be required during this time of the ordered school-building closure. Therefore, there is no expectation to complete or report an annual Child Outcomes Summary process for any child whose annual Child Outcomes Summary is due during the school-building closure. Programs may, at their discretion, complete or report an annual Child Outcomes Summary process if so desired.   

  • For any child who is due to exit Preschool Special Education now, the Child Outcomes Summary process should be completed with information already available or accessible virtually, by telephone or through other safe means. Resources to help with this include the Reference Guide and Checklist. Scores for a child based on the Child Outcomes Summary process can be entered at any time between now and when school starts for the 2020-2021 academic year.      

  • For a child who has a Child Outcomes Summary process completed during this time of school-building closure, the Early Learning Assessment is not a required source of evidence for spring 2020. Please refer to the Child Outcomes Policy for other sources of information that should be used. 

 

WHAT SHOULD SCHOOLS DO ABOUT PRESCHOOL CHILDREN ELIGIBLE UNDER THE CATEGORY OF DEVELOPMENTAL DELAY WHO WILL TRANSITION TO KINDERGARTEN? HOW WILL THESE CHILDREN BE EVALUATED FOR SCHOOL-AGE SERVICES? 

  • If the team can conduct a record review re-evaluation, it should use existing data to conduct the evaluation team report (ETR) and change the disability category. As stated within the Considerations for Students with Disabilities During Ohio's School-Building Closure, “As is the case with a typical re-evaluation, a district may choose to conduct a records review. This allows the district to update the evaluation without needing to conduct face-to-face assessments and observations. The method of conducting an evaluation team report review and signature collection should be documented in a prior written notice (PR01) consistent with the requirements listed in Ohio Administrative Code 3301-51-05(H).”   

  • The district must adhere to all procedures for parent notice, planning, informed consent and determination of eligibility, as well as providing the parent with a copy of the evaluation team report as specified in law (Ohio Administrative Code 3301-51-06) using Ohio Department of Education required/approved forms. 

  • If the team cannot conduct the re-evaluation, then a PR01 should be completed and the family should be informed that the team will wait to re-evaluate until school begins.  The team will need to re-evaluate and change the disability category before kindergarten begins. 

WHAT SHOULD DISTRICTS DO WHEN THE TRANSITION PLANNING CONFERENCE (TPC) OCCURS DURING THE ORDERED SCHOOL-BUILDING CLOSURE?  

The district still will record the date of the Transition Planning Conference (TPC) as the referral date, and the district shall continue to document all communication as a result of the ordered school-building closure due to COVID-19. There will be cases when a Transition Planning Conference (TPC) has occurred and the evaluation is delayed due to the need for a face-to-face assessment. This is acceptable under the current circumstances. 

IF DISTRICTS HAVE PRESCHOOL SPECIAL EDUCATION STUDENTS SERVED IN A CLASSROOM AND ARE NOT ABLE TO MEET THE 10 HOUR/WEEK (360 HOUR/YEAR) TIME REQUIREMENT AS A RESULT OF THE CLOSURE, ARE THEY REQUIRED TO MAKE UP THE HOURS? 

The Department has no authority to waive the minimum requirement for hours of preschool special education. Like school-age students with disabilities, preschool children with disabilities may receive services through alternative means, and districts should be tracking these hours. Documentation will assist the individualized education program (IEP) team in making an individualized determination whether and to what extent compensatory services may be needed once districts resume normal operations. 

The Department has provided information about minimum instructional hours on the its webpage.  

  

WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS?  

For additional support regarding preschool special education, contact the Preschool Education Team via email at preschoolspecialeducation@education.ohio.gov or by telephone at (614) 369-3765. Individual members can be reached by email at:  

Jody Vice Beall, Assistant Director/619 Coordinator – Jody.Beall@education.ohio.gov  
Jennifer Barnes, Education Program Specialist – Jennifer.Barnes@education.ohio.gov  
Sarah Greer, Education Program Specialist – Sarah.Greer@education.ohio.gov  
Margie Spino, Education Program Specialist – Margie.Spino@education.ohio.gov   

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STEP UP TO QUALITY

A PROGRAM’S STEP UP TO QUALITY RATING IS UP FOR RENEWAL, WILL THE RATING EXPIRE IF THE RENEWAL IS NOT SUBMITTED?  

Step Up To Quality ratings will not be discontinued or expire for programs closed due to the school-building closure. When the ordered closure is over, programs will be alerted to a new deadline for renewal requirements.  

 

ARE PROGRAMS ABLE TO SUBMIT THEIR STEP UP TO QUALITY REGISTRATION OR ANNUAL REPORT DURING THE ORDERED CLOSURE PERIOD? 

Yes. Programs can submit information into the Ohio Child Licensing and Quality System (OCLQS), but they are not required to do so during the school-building closure period.  

 

WILL PROGRAMS HAVE EXTENDED TIMELINES FOR SUBMITTING STEP UP TO QUALITY DOCUMENTATION? 

Yes, after the ordered closure period is over, new timelines will be established for registrations, renewals, deferrals and annual reports. Assigned specialists will work with programs to establish revised timelines.   

 

A PROGRAM HAS A PROVIDER AGREEMENT WITH THE OHIO DEPARTMENT OF JOB AND FAMILY SERVICES TO PROVIDE PUBLICLY FUNDED CHILD CARE, AND IT IS REQUIRED TO BE RATED BY JUNE 30, 2020. WILL THAT DATE BE CHANGED, OR WILL THE PROGRAM LOSE PUBLICLY FUNDED CHILD CARE FUNDING? 

House Bill 197 (enacted on March 27, 2020) changed the July 1, 2020, deadline to Sept. 1, 2020. Therefore, no Publicly Funded Child Care provider that is waiting on its Step Up To Quality rating will lose funding if it is not star rated by July 1, 2020.      

 

WILL ANY EXCEPTIONS BE MADE FOR THE PROFESSIONAL DEVELOPMENT CERTIFICATE REQUIREMENTS FOR STEP UP TO QUALITY? 

The timeline for professional development certificate requirements will be assessed when the school-building closure has ended. This time of program closure may provide the opportunity to complete online trainings that are Ohio approved. As a reminder, every staff member has until the end of the biennium to complete his or her Professional Development Certificate (June 30, 2021). For a full list of available Ohio-approved training options, visit the Ohio Professional Registry.  

 

WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS?

For additional support regarding Step Up To Quality, contact the Step Up To Quality Team via email at SUTQ@education.ohio.gov. Contact information for individual team members can be found here

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HEAD START AND EARLY HEAD START PROGRAMS

HOW IS HEAD START / EARLY HEAD START RESPONDING TO THE CORONAVIRUS?

For information on Head Start or Early Head Start, please visit the Early Childhood Knowledge and Learning Center website.   


WHO CAN PROGRAMS CONTACT FOR MORE INFORMATION AND ANSWERS TO ADDITIONAL QUESTIONS?  

For additional support regarding Head Start or Early Head Start, contact the Department via email at headstart@education.ohio.gov or email Ohio’s Head Start Collaboration Director, Anita Armstrong, at Anita.Armstrong@education.ohio.gov


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Last Modified: 5/21/2020 11:40:30 AM