Oklahoma Registry Certificate of Achievement and Stipend Program

TEACHER/ASST. TEACHER	DIRECTOR/ASST. DIRECTOR	FAMILY CHILDCARE HOME PROVIDER
I work in a DHS licensed facility with a Star level of 2 or higher. I have been employed a continual 6 months in my current child care facility prior to the date of application.* I work a minimum of 30 hours per week in the classroom teaching children. I have completed 30 hours of specific training approved for one of the Areas of Concentration prior to applying, or I have an Infant/Toddler, Preschool, or FCCH CDA** I have an account in the Oklahoma Professional Development Registry.	I work in a DHS licensed facility with a Star level of 2 or higher. I have been employed a continual 6 months in my current child care facility prior to the date of this application.* I work a minimum of 30 hours per week at the facility. I have completed 30 hours of specific training approved for one of the Areas of Concentration prior to applying, or I have an Infant/Toddler, Preschool, or FCCH CDA** I have an account in the Oklahoma Professional Development Registry.	I work in a DHS licensed facility with a Star level of 2 or higher. I have been employed a  continual 6 months in my current child care facility prior to the date of this application.* I work a minimum of 30 hours per week at the facility. I have completed 30 hours of specific training approved for one of the Areas of Concentration prior to applying, or I have an Infant/Toddler, Preschool, or FCCH CDA** I have an account in the Oklahoma Professional Development Registry.

* Processing times may take up to 30 business days (not including weekends and holidays). If you are no longer employed at the facility at the time of processing, you will not be eligible for a Stipend.
 

* Leave time or summer breaks cannot be counted toward the completion of a continuous six months of employment.

** A CDA can only be used to meet the education requirement for one of the following areas of concentration: Infant/Toddler or Preschool.

IMPORTANT NOTES:

• Each Area of Concentration carries a $600 Stipend if all eligibility requirements are met.  
• There is a limit of 2 stipends per calendar year. You may only receive one stipend at any given time and may receive a stipend in each area of concentration only once in the lifetime of the Oklahoma Registry Certificate of Achievement and Stipend program.
• College Courses do not count towards any Certificate of Achievement. 
• Each class can only be counted once to meet the 30 clock hours.
• The first time you apply for a Certificate of Achievement using training hours, we will look for 30 hours of approved training courses in the past 5 years from the date that we receive your application. For any additional Certificate of Achievement, we will look for 30 hours of approved training courses taken in the past 12 months from the date that we
  receive your application.
• You do not need to submit training certificates to us.  A training sponsor has up to 10 business days to add your training to your training record.  You will need to contact the training sponsor if training has not been added in that timeframe.
• We have a new email address! Please send all Stipend (and Wage) related questions and paperwork to stipendandwage@ou.edu.

REMINDER: STIPEND TRAINING IS SPECIFIC!

Be sure you are taking the right ones. See below to locate the approved training courses for each Certificate. It’s as easy as 1, 2, 3, 4. Download Instruction Guide 

1. Visit the Statewide Training Calendar at www.okregistry.org.
2. The second dropdown will say Certificate of Achievement and Stipend on the left-hand navigation menu.
3. Choose the Certificate of Achievement you are interested in and click Search at the bottom.
4. This will display the currently offered approved training courses for this Certificate.

*Remember, you will need 30 total hours of approved training in the Area of Concentration you are working towards.

• You can apply online at okregistry.org | Download How-To Instructions  
• You can also submit a Paper Application | Download application.
• All other forms can be found below. Please email all forms to stipendandwage@ou.edu. You can also fax forms to 405-799-7634.
• Please note: You can only have ONE application open at a time. 

*All positions are required to work a minimum of 30 hours per week in one eligible facility.

• Teacher
• Assistant Teacher
• Master Teacher
• Probationary Master Teacher
• School-Age Teacher
• School-Age Assistant Teacher
• Substitute (must be in the classroom at least 30 hours per week)
• Large Family Child Care Provider
• Family Child Care Home Provider
• Family Child Care Home Assistant
• Center Director
• Assistant Director
• School-Age Center Director
• Curriculum Coordinator

• Initial Employment Verification Form
• Individual Supplier Registration (ISR) Form - Do not submit this form until your stipend has been approved and you receive a message requesting it.

 

IMPORTANT NOTES

A copy of your most recent pay stub must be included with all paper applications. 

An Initial Employment Verification form and copy of your most recent pay stub must be included with all online applications. 

If you own your facility, no pay documentation is required. If you do not receive a pay stub, please contact stipendandwage@ou.edu for assistance.

What is the Oklahoma Registry Certificate of Achievement and Stipend Program?

Funded by the Department of Human Services (DHS) Child Care Services, the Oklahoma Registry Certificate of Achievement and Stipend Program is for providers who work in licensed childcare facilities. The stipend program is a collaborative effort to validate the achievement and expertise of providers and serve as a symbol of professional accomplishment.

The Stipend Program is designed to:

• Recognize and reward the specialized professional development achievement of providers
• Encourage teachers and directors to obtain additional focused formal professional development to improve the quality of care for children, and
• Increase positive outcomes experienced by children.

What is a Certificate of Achievement?

An Oklahoma Registry Certificate of Achievement is a certificate that practitioners can receive to recognize their specialized professional development. The following Certificates of Achievement are available:

• Oklahoma Right Start Infant/Toddler Certificate of Achievement
• Oklahoma Registry Preschool Certificate of Achievement
• Oklahoma Registry School-Age Certificate of Achievement
• Oklahoma Registry Childhood Resiliency Certificate of Achievement
• Oklahoma Registry Quality Child Care Certificate of Achievement
• Oklahoma Registry Better Business in Family Child Care Certificate of Achievement
• Oklahoma Registry Healthy Children in Child Care Certificate of Achievement
• Oklahoma Registry Creating Effective Literacy Environments Certificate of Achievement
• Oklahoma Registry Cultivating Growth & Well Being Certificate of Achievement
• Oklahoma Registry Approaches to Managing Challenging Behavior

What is a stipend?

A stipend under the Oklahoma Registry Certificate of Achievement and Stipend Program is a $600 payment awarded to the qualifying early care and education professional and can be spent as he/she chooses.

Can I get a stipend for each of concentration?

Yes. However, you can only receive one stipend per area of concentration (Infant/Toddler Care, Preschool Care, School-Age Care, Childhood Resiliency, Quality Child Care, Better Business in Family Child Care, Healthy Children in Child Care, Creating Effective Literacy Environments, Cultivating Growth & Well Being, and Approaches to Managing Challenging Behavior).

Is there a limit to how many Certificates of Achievement and Stipends I can apply for in the same year?

Yes. Effective 8/1/2020, you can apply for 2 stipends in a calendar year. However, if you apply for a second type of Certificate of Achievement, we will look for 30 hours of approved training courses taken in the 12 months prior to your application received date.

Can I apply for more than one Certificate of Achievement and Stipend at the same time or on the same application?

No. You can only have one application open at a time. Once your current application has been processed, you can apply for your next Certificate and Stipend.  

Does my director have to fill out the Initial Employment Verification form?

No. You must complete the Initial Employment Verification and physically sign/date it. You will also need to submit a copy of your most recent pay stub to verify your employment.

What if I own my facility and I don't have a pay stub?

If you own your facility, no pay documentation is required. If you are not an Owner and do not receive a pay stub, please contact stipendandwage@ou.edu for assistance. 

Do I have to accept childcare subsidy to qualify for a stipend?

No. Effective 8/1/2020, we will not require subsidy. Your facility must be Two Star or higher to qualify.

Does my facility have to participate in Stars?

Yes. Your facility must be a Two Star, Three Star, Four Star, or Five Star facility.

Is it possible to receive a Certificate of Achievement and not be approved for the stipend?

Yes. A participant may meet the program's educational requirements but not all the additional requirements to receive a stipend. 

**If you have received a stipend for your CDA through the Scholars for Excellence in Child Care, you cannot use your CDA to qualify for the Oklahoma Registry stipend. You will only be able to qualify by using 30 clock hours of training in that specific Area of Concentration.

I have submitted my application; what happens now?

The application process is a multi-step process.

Step 1 - Review of personal information

Step 2 - Review of education/training to meet the Education Requirements

Step 3 - Final review. You'll receive an email to the email address associated with your okregistry.org account to let you know if you've been approved, denied or if we need additional information.

Please note:  It can take up to 30 business days to process applications.

I received an email about direct deposit, is this required?

An email from vendor.eft@omes.ok.gov will be sent out quarterly to anyone not already enrolled to be paid electronically. The subject will be “State of Oklahoma Vendor Banking Registration”. This email contains the steps to set up Direct Deposit for your Stipend check. You must follow the required steps and submit the “Vendor EFT Enrollment Request Form 2016” to your bank for processing. This form is not submitted to CECPD. If you do not sign up, a paper check will be mailed to you.

If you do not receive this email and wish to set up direct deposit, you can email vendor.eft@omes.ok.gov to begin the process. 

I work with a specific age group (Infants/Toddlers, Preschool, School-Age). Can I apply for a Certificate of Achievement in a different area of concentration?

Yes, you may apply of any of the Certificates of Achievement. Each Certificate of Achievement is awarded with 30 hours of specific approved training or qualifying CDA in that specific area (Infant/Toddler or Preschool).

Note: You must work at the facility you are applying under for at least 30 hours a week in the classroom with children as a Teacher or 30 hours per week as Assistant Director/Director and have been doing so a full 6 months prior to your application.

Can I reapply for a stipend after I received the Certificate of Achievement (but was denied a stipend the first time)?

Yes, as long as no more than 2 years have passed since your Certificate of Achievement was awarded and you have not been paid a stipend in this particular area in the past.

How is the six-month employment verified?

The six-month employment in a licensed facility is verified when a participant applies to the program and sends a copy of an Initial Employment Verification form and their most recent pay stub.  Leave time longer than 2 weeks and summer breaks are not counted in the six-month employment requirement.  The participant will be required to make up that time before the application can be approved. It is required that the participant be employed a continual 6 months in a licensed childcare facility prior to the date of application.

What happens if I leave my facility before my application has been approved?

You must have worked a continual 6 months immediately prior to your application and be currently working in that facility at the time we review your application for approval. If you are not, you will need to work for 6 months at your new facility before re-applying.  Leave time longer than 2 weeks and summer breaks are not counted in the six-month employment requirement.  The participant will be required to make up that time before the application can be approved. It is required that the participant be employed a continual 6 months in a licensed childcare facility prior to the date of application.

What type of financial reward can early care and education professionals receive?

Participants may be eligible for a $600 stipend if all criteria are met. You can only receive one stipend per area of concentration (Infant/Toddler Care, Preschool Care, School-Age Care, Quality Child Care, Childhood Resiliency, Better Business in Family Child Care, Healthy Children in Child Care, Creating Effective Literacy Environments, Cultivating Growth & Well Being, and Approaches to Managing Challenging Behavior). You can receive two stipends in a calendar year (January to December).

Is an account on the Oklahoma Professional Development Registry (OPDR) required to participate in the stipend program?

Yes. If a participant does not already have an OPDR account, he/she can visit www.okregistry.org to register. There is no cost to create an account.

How are stipends received?

All payments are contingent upon funding availability. Directors, teachers, and family child care practitioners who meet the requirements for the Oklahoma Registry Certificate of Achievement and Stipend Program will receive a stipend check four (4) to six (6) weeks after approval and submission of all necessary documents.

Am I required to pay taxes on my stipend(s)?

Yes. The stipend is income; therefore, participants on the Oklahoma Registry Certificate of Achievement and Stipend Program will receive an IRS-1099 form at the end of the year. For this reason, a current Individual Supplier Registration (ISR) form must be on file before a payment can be issued.

How do I fill out an Individual Supplier Registration (ISR) form?

Follow the steps below so that we can process your ISR form as quickly as possible.

• Supplier Information - Write your name, SSN, and the address you want your check mailed to.

• Type of Payee - Participant has been pre-selected for you.

• Question 1: Are you related to a current OU or OUHSC Employee? If yes, you must provide a name and relationship.

• Question 2: If you answer yes, you must provide a retirement or termination date.

• Direct Deposit: If you select yes that you would like to sign up for direct deposit, you must provide an email address.

• Residency Status: Please select only ONE Residency Status. Physically sign and currently date the form.

Mail, email or fax your completed ISR form to:

CECPD

Attn: Oklahoma Registry Stipend Program

1801 N. Moore Avenue

Moore, OK 73160

Email: stipendandwage@ou.edu

Fax: 405-799-7634

What if I have taken leave in the past 6 months (including time off for summer break)?

If leave time over 2 weeks was taken in the past 6 months, the participant will be required to make up that time before the application can be approved. It is required that the participant be employed a continual 6 months in a licensed childcare facility prior to the date of application.

How long will this stipend program be available?

The program will continue as long as funding is available.

How long do I have to complete my training for a Certificate of Achievement?

When you have taken 30 clock hours of training in the OPDR approved Infant/Toddler, Preschool, School-Age, Childhood Resiliency, Quality Child Care, Better Business in Family Child Care, Healthy Children in Child Care Area of Concentration, Creating Effective Literacy Environment, Cultivating Growth & Well Being, and Approaches to Managing Challenging Behavior you can apply. All training must appear as verified training on your OPDR account. You do not need to send copies of certificates. 

A current Infant/Toddler, Preschool or FCCH CDA can only be used to meet the educational requirements for the Infant/Toddler or Preschool Area of Concentration.

Can I use my CDA Credential for more than one stipend?

No. Each individual CDA can only be counted once.

I have two different CDA Credentials. Can I use each one to meet the requirements for 2 different Certificates of Achievement?

Yes. For example: If you have a current Infant/Toddler CDA and a current Preschool CDA, you would qualify for the Infant/Toddler and the Preschool Certificates of Achievement.

How far back do you look for training to count?

• The first time you apply for a Certificate of Achievement using training hours, we will look for 30 hours of approved training courses in the past 5 years from your application received date.

• If you apply for any subsequent Certificates of Achievement, we will look for 30 hours of approved training courses taken in the 12 months prior to your application received date.

Where can I find approved training?

Click here for help locating approved trainings for each Certificate of Achievement. Approved training can be found on the Oklahoma Statewide Training Calendar at www.okregistry.org. 

Are there stipends available for college coursework?

For more information regarding additional stipends for college coursework, please contact the  Scholars for Excellence in Child Care.

Can I qualify for the stipend if I was suspended from the Oklahoma Registry in the past?

Yes. If you have ever been suspended from the Oklahoma Registry, you may be eligible to apply. Please see the Fraud Policy for information.

Can my employer contact CECPD to make inquiries on my behalf?

Yes, most information can be shared with your Employer. The exception to this is anything payment related. We will not share payment-related information with anyone besides the participant.

Fraud is defined as an intentional misrepresentation of information to gain an unfair advantage over an individual or system.  Examples of fraud within the Certificate of Achievement and Stipend Program and Wage Supplement Program include, but are not limited to:

1. Misleading or inaccurate documentation
2. Altered pay documentation
3. Employment deception

Detecting Fraud

The Oklahoma Professional Development Registry (OPDR) has mechanisms in place to aid in detecting fraudulent reports of experience working in a licensed childcare facility and positions held while in a facility that might be needed to meet criteria.

1. Our staff is regularly updated on the format of supporting documentation used in processing applications.
2. Participants enter their place of employment, position held, and amount of time worked in a licensed facility into one database that is used by several programs. Employment dates and positions held are “verified” and documented annually by the facility administration.

Reporting Fraud

The OPDR staff are obligated to report any suspicion of fraudulent practices within the system.  The suspicion of fraud should be documented and kept in the participant’s file and immediately brought to the attention of the Project Director.

OPDR staff researches the suspected fraudulent information to determine if the information/document is indeed fraudulent.

1. If fraud is still suspected and no verification from other sources can verify the document, the staff makes detailed notes of the findings in the participant’s online account.
2. Participant is issued a letter requesting proof of the authenticity of the documentation received.  This is handled on a case-by-case basis as to what is needed to prove this authenticity.
3. Participant has two weeks from the date of the letter to submit a formal appeal, which would need to include supporting documentation.
4.  If an appeal is submitted and found that fraud was not committed, OPDR staff continues with the processing of any current Wage or Stipend applications, and no action is taken.
5. If an appeal is submitted and we determine that fraud was committed, the Project Director informs the participant (via mail) of the finding and will uphold the corrective action for the fraud committed.
6. If no appeal is submitted within the allowed timeline with the necessary supporting documentation, we will proceed with corrective action for the fraud committed.

Corrective Action

If fraud is confirmed, or an appeal is not submitted within the allowed timeline, then the participant is notified by email of suspension from the Registry for a total of 90 days from the suspension date (letter issued by the Oklahoma Registry’s Project Director). In addition, the participant will not be eligible to receive payments from the Oklahoma Registry Certificate of Achievement Stipend Program or the Oklahoma Child Care Wage Supplement Program for 1 year from the suspension date.

If suspended, the participant will also adhere to the following guidelines.

1. If the participant has an active ODC or PDL at the time of suspension, the current credential is revoked.  The OPDR requests the return and/or destruction of the revoked credential.
2. The participant may only use OPDR-approved coursework to meet ODC or PDL criteria for as long as they participate in the OPDR.

Participants that are suspended from the Registry may also be subject to disciplinary action from The OPDR’s Professional Development Approval System (PDAS).  This action can include but is not limited to ineligibility to participate in the training approval process, educator services, or other voluntary programs now or in the future.

If subsequent suspensions occur, the amount of time the participant is ineligible will be extended. 

• 1^st time suspension occurs
  Ineligible for the Oklahoma Registry Certificate of Achievement Stipend Program and the Oklahoma Child Care Wage Supplement Program for 1 year from the suspension date.
• 2^nd time suspension occurs
  Ineligible for the Oklahoma Registry Certificate of Achievement Stipend Program and the Oklahoma Child Care Wage Supplement Program for 2 years from the suspension date.
• 3^rd time suspension occurs
  Ineligible for the Oklahoma Registry Certificate of Achievement Stipend Program and the Oklahoma Child Care Wage Supplement Program for 5 years from the suspension date.

Documentation

Participants suspended from the Registry will show a status of “Suspended” along with detailed notes as to timelines, requested documentation, and any correspondence with the participant.

OPDR staff contacts CECPD’s Director, Stipend and Wage Staff, PDAS Administration, DHS Professional Development Administrator, QRIS Administration, and DHS Child Care Licensing Administration via e-mail that includes:

1. The participant’s full name, and place of employment, including the K8 number of the facility and the position held at the facility.
2. The participant’s suspension dates.
3. The length of time the participant is not eligible to receive a stipend from the Certificate of Achievement and Stipend program and the Wage Supplement program.
4. The participant is only allowed to use OPDR-approved coursework to meet ODC or PDL criteria in the future.
5. A copy of the suspension letter that was sent to the participant.

Participants that feel that they should qualify for the program or have completed training that meets qualifications should notify the Project Lead, Stipend and Wage Supplement Programs in writing within 30 days of receiving denial letter for a formal grievance. Participants are entitled to appeal decisions made by the OPDR administrators up to two times.   

The following is the process that the Project Lead will follow during a grievance: 

Project Lead will do a full audit of the file.

Appeal #1:

• Appeals must be received within 30 days from the date of the denial letter.
• Appeals must be submitted in writing and addressed to the Project Lead, Stipend and Wage Supplement Programs.
• Appeals can be submitted via mail, fax or e-mail.
• Within 10 days of the receipt of Appeal #1, the participant can expect a reply, in writing, from the Project Lead reflecting the decision of Appeal #1.

Appeal #2

• Appeal #2 should be received within 14 days from the date of Appeal #1’s decision.
• Appeal #2 must be submitted in writing and addressed to the Project Director, Stipend and Wage Supplement Programs.
• Appeal #2 can be submitted via mail, fax or e-mail.
• Within 10 days of the receipt of Appeal #2, the participant can expect a reply, in writing, from the Project Director, reflecting a decision.
• Decision from the Project Director on Appeal #2 is final.