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 1 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.

Important Eligibility Requirement Notes:

• Employment Duration: Time during extended breaks where the children are not present  (e.g., summer break) or any personal leave longer than 2 weeks will not be counted towards the 6-month period.
• Professional Development: CDA credentials are only applicable to the specific area of concentration for which they are awarded (e.g., Infant/Toddler CDA is only valid for the Infant/Toddler concentration).
• Employment Status: Applicants must be employed at the time of processing to be eligible for the stipend.

Eligible Positions:

• 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

Important Reminders:

Stipend Details:

• Amount: Each Area of Concentration carries a $600 stipend if all eligibility requirements are met.
• Annual Limit: You can receive up to 2 stipends per calendar year.
  • Processing Times: Applications submitted from mid-October to December may count towards the next calendar year due to processing times and holiday closures.
• Lifetime Limit: You may receive a stipend in each area of concentration only once in the lifetime of the Oklahoma Registry Certificate of Achievement and Stipend program.
• One Active Application: Only one application can be active at a time. Any open applications must be closed before starting a new one.
• Award Method: Stipends are awarded by paper check or Electronic Funds Transfer (EFT).
  • Note: The first stipend is typically issued as a paper check. The option to sign up for EFT will be provided on the Individual Supplier Registration form. EFT is set up with the State, and they will contact you at the email address you provided for further setup.

Training Requirements:

• College Courses: College courses do not count towards any Certificate of Achievement.
• Training Hours: Each class can only be counted once to meet the 30 clock hours requirement.
• Initial Application: For your first Certificate of Achievement, we will look for 30 hours of approved training courses completed within the past 5 years from the date we receive your application.
• Subsequent Applications: For any additional Certificates of Achievement, we will look for 30 hours of approved training courses completed within the past 12 months from the date we receive your application.
• Training Record Updates: You do not need to submit training certificates to us. Approved training sponsors have up to 10 business days (excluding weekends and holidays) to add your training to your training record. If training is not added within that timeframe, you will need to contact the training sponsor.

Stipend Training Specificity:

• Reminder: Stipend training is specific. Ensure you are taking the correct courses.
• Finding Approved Courses:
  1. Visit the Statewide Training Calendar at www.okregistry.org.
  2. Select "Certificate of Achievement and Stipend" from the second dropdown 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.
  • Note: You will need 30 total hours of approved training in the Area of Concentration you are working towards.

Contact Information:

• New Email Address: Please send all stipend related questions and supporting documents to cecpdaward@ou.edu.

FAQ

What is the amount of the stipend? Each Area of Concentration carries a $600 stipend if all eligibility requirements are met.

How many stipends can I receive per year? You can receive up to 2 stipends per calendar year.

When should I submit my application to avoid delays? Applications submitted from mid-October to December may count towards the next calendar year due to processing times and holiday closures.

Is there a lifetime limit on stipends? Yes, you may receive a stipend in each area of concentration only once in the lifetime of the Oklahoma Registry Certificate of Achievement and Stipend program.

Can I have more than one application active at a time? No, only one application can be active at a time. Any open applications must be closed before starting a new one.

How are stipends awarded? Stipends are awarded by paper check or Electronic Funds Transfer (EFT). Note: The first stipend is typically issued as a paper check. The option to sign up for EFT will be provided on the Individual Supplier Registration form. EFT is set up with the State, and they will contact you at the email address you provided for further setup.

 

 

How to Apply

Online Application:

• Apply Online: Visit okregistry.org to submit your application online.
• Upload Documents: Use the upload feature to submit all required supporting documents with your online application.
• Instructions: Download How-To Instructions for step-by-step guidance on completing your online application. | Download How-To Instructions  

Additional Forms:

• All other required forms can be found in the forms section. Ensure you complete and submit all necessary documents.

Important Note:

• One Application Rule: You can only have ONE application open at a time. Please ensure any open applications are closed before starting a new one.

Forms: 

1. Initial Employment Verification Form

   • Download Form | Initial Employment Verification Form
   • Required for all application.

2. Individual Supplier Registration Form

   • Download Form | Individual Supplier Registration (ISR) Form 
   • Do not submit this form until your stipend has been approved and you receive a message requesting it
   • This form is also required for any legal name changes and address updates

Important Notes:

• Pay Stub Requirements:
  • Paper Applications: Include a copy of your most recent pay stub.
  • Online Applications: Include an Initial Employment Verification form and a copy of your most recent pay stub.
  • Facility Owners: No pay documentation is required.
  • No Pay Stub? Contact cecpdaward@ou.edu for assistance.

Step-by-Step Guide:

1. Complete the Initial Employment Verification Form:

   • Ensure all sections are filled out accurately.
   • Attach your most recent pay stub (if applicable).

2. Submit Your Application:

   • Mail: Send your completed form and pay stub to 
     • 1801 N Moore Ave Moore OK 73160
   • Email: Send a full, legible picture or scanned image of your completed form and pay stub to
     • cecpdaward@ou.edu.
   • Online Application: Upload your completed form and pay stub with your application.

3. Wait for Approval:

   • You will receive a notification once your stipend has been approved.

4. Submit the Individual Supplier Registration (ISR) Form:

   • Only submit this form after receiving approval and a request for it.

FAQs:

What if I don't receive a pay stub? Contact cecpdaward@ou.edu for assistance.

When should I submit the ISR form? Submit the ISR form only after your stipend has been approved and you receive a message requesting it.  After initial payment set up, this form is only required for legal name changes and address updates.

What documents are required for facility owners? Facility owners only need to submit the Initial Employment Verification form.  Owners do not need to provide pay documentation.

Contact Us:

• For any questions or assistance, please contact cecpdaward@ou.edu.

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 Policy

Definition of Fraud: Fraud is defined as an intentional misrepresentation of information to gain an unfair advantage over an individual or system. Examples include:

• Misleading or inaccurate documentation
• Altered pay documentation
• Employment deception

Detecting Fraud: The Oklahoma Professional Development Registry (OPDR) has mechanisms to detect fraudulent reports of experience and positions held in licensed childcare facilities:

• Staff are regularly updated on the format of supporting documentation.
• Employment details are entered into a database used by several programs and verified annually by facility administration.

Reporting Fraud:

• OPDR staff must report any suspicion of fraud.
• Suspicions are documented and brought to the attention of the Project Director.
• OPDR staff research the suspected information to verify its authenticity.
• If fraud is suspected, detailed notes are made in the participant’s online account.

Fraud Investigation Process:

1. Notification: Participant is issued a letter requesting proof of authenticity of the documentation.
2. Appeal: Participant has two weeks to submit a formal appeal with supporting documentation.
   • If fraud is not found, processing of applications continues.
   • If fraud is confirmed, corrective action is taken.
3. No Appeal: If no appeal is submitted within the allowed timeline, corrective action is taken.

Corrective Action:

• First Offense: Suspension from the Registry for 90 days and ineligibility for stipends for 1 year.
• Second Offense: Ineligibility for stipends for 2 years.
• Third Offense: Ineligibility for stipends for 5 years.

Suspension Guidelines:

• Current credentials are revoked.
• Only OPDR-approved coursework can be used to meet criteria.
• Participants may face additional disciplinary actions from the Professional Development Approval System (PDAS).

Documentation:

• Suspended participants will show a status of “Suspended” with detailed notes in their account.
• OPDR staff will notify relevant authorities and include the participant’s details and suspension information.

Contact Information:

• For questions or to report fraud, contact cecpdaward@ou.edu.

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FAQs:

What constitutes fraud in the program? Fraud includes misleading documentation, altered pay stubs, and employment deception.

How does OPDR detect fraud? Through regular updates on documentation formats and annual verification of employment details.

What happens if fraud is suspected? The participant is notified, and an investigation is conducted. If fraud is confirmed, corrective action is taken.

What are the consequences of committing fraud? Consequences range from suspension for 90 days to ineligibility for stipends for up to 5 years, depending on the offense.

How is a suspension documented? Suspensions are noted in the participant’s account with detailed timelines and correspondence.

Grievance Process:

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

Step-by-Step Guide:

1. Initial Notification:

   • Notify the Project Lead in writing within 30 days of receiving the denial letter.

2. Appeal #1:

   • Submission Deadline: Appeals must be received within 30 days from the date of the denial letter.
   • Submission Method: Appeals must be submitted in writing and addressed to the Project Lead, Certificate of Achievement and Stipend Program. They can be submitted via mail, fax, or email.
   • Response Time: Within 10 days of receiving Appeal #1, the participant will receive a written reply from the Project Lead reflecting the decision.

3. Appeal #2:

   • Submission Deadline: Appeal #2 must be received within 14 days from the date of Appeal #1’s decision.
   • Submission Method: Appeal #2 must be submitted in writing and addressed to the Project Director, Certificate of Achievement and Stipend Program. They can be submitted via mail, fax, or email.
   • Response Time: Within 10 days of receiving Appeal #2, the participant will receive a written reply from the Project Director reflecting the decision.
   • Final Decision: The decision from the Project Director on Appeal #2 is final.

Important Notes:

• Full Audit: The Project Lead will conduct a full audit of the file during the grievance process.
• Finality: The decision from the Project Director on Appeal #2 is final and binding.

Submission Methods:

• Mail: Send your written appeals to: 1801 N Moore Ave Moore OK 73160

• Fax: Send your written appeals to:  405-799-7634

• Email: Send your written appeals to: cecpdaward@ou.edu

FAQs:

What should I do if I receive a denial letter? Notify the Project Lead in writing within 30 days to file a formal grievance.

How many times can I appeal a decision? Participants can appeal decisions up to two times.

What is the response time for appeals? You will receive a written reply within 10 days of the receipt of each appeal.

How can I submit my appeal? Appeals can be submitted via mail, fax, or email.

Contact Us:

• For any questions or assistance, please contact cecpdaward@ou.edu