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How contractors can request a space change under Early Start Connecticut
Summary
The Office of Early Childhood’s Early Start Connecticut guidance explains how contractors with a single site can request one space-type or hours change per state fiscal year, the 15th-of-month filing deadline to make changes effective on the first of the next month, and the OEC approval and ECEReporter update steps.
The Office of Early Childhood’s Early Start Connecticut guidance explains how contractors with a single site may request a space change — either a change in hours or a change in space type — and sets limits, timing and documentation requirements.
The guidance matters to early childhood program contractors because space-type and hours changes affect reimbursement rates, program capacity and which age groups can be served. The video lists procedural steps and deadlines contractors must follow to make a change effective.
Under the guidance, contractors may request either a change to hours of care (full time, half time or quarter time) or a change in space type (infant–toddler, ages 6 weeks to 3 years; preschool, ages 3 to 5 years; or school-age, kindergarten to grade 12). Reimbursement rates differ by space type, and the presenter warned that changes are “not a dollar-for-dollar exchange.”
Only one space change is allowed per state fiscal year, which the guidance defines as July 1 to June 30. The presenter said, “Only 1 space change is allowed per state fiscal year which is July 1 to June 30.” Conversions of 10 or fewer spaces during the contract period do not require a contract amendment; larger conversions may require amending the contract.
The video details the submission steps contractors must follow: email the OEC program manager explaining the reason for the space change; the program manager will email the OEC space change request form; return the completed form as an email attachment by the 15th of the month for the change to take effect the first of the next month (the presenter gave the example that a form received by Aug. 15 would result in a Sept. 1 effective date). The presenter said the OEC program manager will review the form for completeness and accuracy, email an approved copy back to the program contact for records, and the OEC team will update the space change in ECEReporter for the next month.
The sample form fields the presenter reviewed include the Early Start Connecticut contractor name, the requested space change effective date, the name and email of the person submitting the request, a brief description of why the change is needed, the program name and OEC professional registry ID number, a signature and the submission date. The presenter advised contractors to save a copy for their records and to contact their assigned program manager with any questions; contact information is shown on the guidance slide.
The guidance reiterates that OEC approval in writing is required before any changes occur at the program location and that changes cannot exceed the contractor’s funding allocation listed in the contract. Contractors should consider utilization rates, family and program needs, and reimbursement differences when deciding whether to request a change.
