Agency
Department of Education
 
Board
State Board of Education
 
Guidance Document Change: The purpose of this transmittal is to provide a summary of the revised guidance for the Child Care Subsidy Program (CCSP). Policy changes and clarifications in this transmittal fall under the following categories: • Attendance Tracking System Update – Revisions throughout the manual in response to the sunsetting of EPICC/VaECC and removal of associated terms, and guidance. Revisions note the 1 December 2025 implementation of Child Care Program Attendance and Schedule System (PASS) insert updated attendance tracking terms and guidance. • Policy and Process Clarifications – Edits to existing guidance to clarify expectations, provide additional examples, and address specific gaps in guidance. The table below summarizes key policy and process changes in each section of the manual, including whether the change was in response to a mandate from the General Assembly or a policy or process clarification. Note that revisions to wording for clarity, brevity, and consistency have been made throughout the manual and are not highlighted in this table if no other changes were made in a given section
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7/28/26  11:58 pm
Commenter: Heartfelt Nesting LLC

Supporting Approved Providers Through Licensed Home-Based Child Care Systems
 

Recognizing the Role of Licensed Home-Based Child Care Systems in Supporting Approved Providers

My name is Tantania Brown, and I am the owner and Childcare Educator Operator (CEO) of Heartfelt Nesting LLC, an Approved Childhood Development Home operating within U-LAUNCH: Childhood Development Homes, a Virginia Licensed Home-Based Child Care System.

I appreciate the Virginia Department of Education’s efforts to revise the Child Care Subsidy Program Guidance Manual to improve clarity and strengthen administrative processes. As an approved provider operating within a Licensed Home-Based Child Care System, I would like to share my perspective on an area that I believe would benefit from additional clarification.

One of the reasons I chose to become an Approved Childhood Development Home within a Licensed Home-Based Child Care System was the centralized administrative support available to providers. While I am responsible for operating my child care program and complying with all Child Care Subsidy Program requirements, I rely on my licensed system to provide guidance, technical assistance, administrative support, and help navigating complex state processes.

Throughout my experience, I have observed that the Guidance Manual does not clearly recognize the role that Licensed Home-Based Child Care Systems play in supporting approved providers. This lack of clarity can create uncertainty regarding communication with the Department, provider enrollment, administrative processes, and other functions that licensed systems are already responsible for under Virginia law and regulation.

Licensed Home-Based Child Care Systems are established under Article 3 of Chapter 14.1 of Title 22.1 of the Code of Virginia (§§ 22.1-289.010 through 22.1-289.019) and regulated by the Standards for Licensed Home-Based Child Care Systems (8VAC20-810). These systems exist to provide centralized oversight and administrative support to approved member homes. Recognizing that role within the Child Care Subsidy Program Guidance Manual would better align the guidance with Virginia’s existing statutory and regulatory framework.

I respectfully recommend that the Guidance Manual:

  • Recognize the administrative role of Licensed Home-Based Child Care Systems in supporting approved member homes participating in the Child Care Subsidy Program.
  • Clarify how approved providers may authorize their licensed system to assist with administrative functions, communications, and other program-related processes while the provider remains responsible for complying with subsidy requirements.
  • Establish clear communication procedures between the Department and Licensed Home-Based Child Care Systems when acting on behalf of an approved member home.
  • Clarify administrative procedures involving provider enrollment, onboarding, and payment administration when a licensed system has been authorized to provide centralized administrative services.

Providing this clarification would reduce confusion for providers, improve administrative efficiency, and allow approved homes like mine to spend less time navigating administrative uncertainty and more time providing high-quality care to Virginia’s children and families.

Thank you for the opportunity to submit these comments and for your consideration of these recommendations.

Respectfully submitted,

Tantania Brown
Childcare Educator Operator (CEO)
Heartfelt Nesting LLC
Approved Childhood Development Home
Member of U-LAUNCH: Childhood Development Homes, a Virginia Licensed Home-Based Child Care System

 

CommentID: 240775