Suggested Child Care Guidelines for The University of Arizona
Benefits-Eligible Employees and Undergraduate and Graduate/Professional Students

UA Life & Work Connections

Life & Work Connections, a unit of Human Resources, is pleased to present the following dependent care and work/life programs and services in support of:

• benefits-eligible employees
• undergraduate and graduate/professional students

at The University of Arizona. UA Life & Work Connections can offer Arizona natives as well as newly relocated individuals from other regions and countries, valuable information about University child care and work/life assistance, State of Arizona regulatory issues, and related family resources.

Whether you are a parent or foster parent, grandparent raising a grandchild, legal guardian or individual with child care and parenting responsibilities, thank you for letting us serve as a partner in your child care journey. We wish you success in addressing your work/life commitments and in selecting child care that meets your personal and family needs.

How Does Child Care and Family Resources Support My Employee/Student Family Experience?

Nationally recognized as a "best practices, cutting edge work/life program," Child Care and Family Resources' experienced professionals offer consultative, financial, sick child and emergency/back-up care assistance in support of your family's circumstances and needs. From meeting your children in person, to cheering you on during your student achievements and supporting you in your professional accomplishments, the team at UA Life & Work Connections cares about you. Use the following life-cycle services to help you plan for your workplace, educational and family needs.

Related Resources at UA Life & Work Connections

For Employees and Students

• To view planning strategies for providing breast milk for your baby while on campus, and information about personal-grade breast pump subsidy assistance, please visit "Lactation Information" and "Mommy Connections" under our "Work/Life Support" program
• Please also refer to "Work/Life Support" to explore the integration of dependent care, scholastic and work experiences, including alternative work arrangements
• For those interested in dependent care assistance for older adults, please review our "Elder Care and Life Cycle Resources" program

For Employees

• Employees are also welcome to inquire about our Employee Assistance Counseling/Consultation and Worksite Wellness programs regarding individual and group services, as well as information on enhancing one's well being. (Students may contact Campus Health or by calling 621-9202 to learn more about related services.)

Call 621-4365 or visit here for further details.

Child Care and Family Resources Programs

Daily life for employee and student parents extends beyond work and academic commitments, and often reflects variable settings and scheduling, testing, coursework and research. As such, students and employees are also managing and coordinating arrangements for child care and extracurricular activities, birthday celebrations, "I don't feel well" declarations at 3:00 AM., and possibly, caring for an aging relative. UA Life & Work Connections recognizes these challenges by offering the following:

Resource and Referral Program (Benefits-Eligible Employees and Students): Child care is an important, personal decision based upon multiple considerations, including your work or class schedule and professional or academic commitments. Child care standards vary from state to state, and your previous experiences may differ from those you may have in Arizona.

The University recognizes the complexities encompassing dependent care and work/life decisions at differing life stages. As such, the emphasis is on providing you with a professional, knowledge- and choice-based consultation experience and related work/life programs that (depending upon the offerings) can be applied in a variety of settings and locales. This honors individual and family schedules, personal expectations and preferences, cultural and religious influences, etc. for our diverse population in multiple Arizona locations.

In support of established, best practices, The University of Arizona provides child care information for referral purposes and does not endorse programs or services. It is the obligation of the responsible adult to evaluate any chosen child care facility or provider for accuracy, availability, certification/licensure status and other information that may be pertinent in selecting child care. Please call 621-9870 to request a customized, telephone or in-person consultation appointment for discussing and addressing your specific needs and interests.

Sick Child and Emergency/Back-Up Care Program (Benefits-Eligible Employees and Students): In support of your academic or work schedule and based upon caregiver availability, this program provides caregivers who can offer in-home care for your child(ren), ages birth-12 years, if they are unable to attend school or well child care due to illness or unscheduled interruptions of regular child care arrangements. Offered in the greater Tucson area through community vendors, the University pays the majority of the cost, and employees and students must register prior to service utilization. Visit here to review and print current program guidelines and materials, or call 621-4365 for further assistance.

Child Care Voucher Program (Employees). This financial assistance program is designed to help benefits-eligible employees pay for specific work-related child care expenses occurring in the state of Arizona. Certain eligibility conditions apply. Visit here to review and print current program guidelines and materials, or call 621-4365 for further assistance.

Child Care Subsidy Program (Students): In collaboration with other campus partners, this program is designed to help students pay for specific school-related child care expenses occurring in the state of Arizona. Certain eligibility conditions apply, and awards are contingent upon available funding. Visit here to review and print current program guidelines and materials, or call 621-4365 for further assistance.

Types of Child Care Environments and Corresponding State of Arizona Agencies

Selecting child care may require a combination of in and out of home care arrangements to accommodate academic, employment, and personal schedules. Care that occurs in the child's residence is referred to as "in-home child care" and is exempt from state regulatory requirements. Also note that registered and unregulated child care programs exist in Arizona and are described below.

In Arizona, multiple agencies regulate the different types of facilities that offer certified or licensed child care. The Arizona Department of Economic Security (DES) Child Care Administration is responsible for certifying and contracting with small family child care homes. More information about DES regulations can be found here. The Arizona Department of Health Services (DHS), Division of Licensing Services, Office of Child Care Licensing regulates and monitors licensed child care facilities and certified child care group homes, and conducts foster home sanitation inspections statewide. Information about DHS can be found here.

Descriptions about the various types of center, regulated, and unregulated family child care settings in the state, including large and small family child care group homes, alternative approval child care homes, registered and unregulated child care homes are available here.

Examples of Child Care

Small Family Child Care Homes: This type of child care takes place in the home of another person, caring for as many as 4, unrelated children full-time. Homes are certified by DES and have a 1:4 staff/child ratio.

DES Certified Relative Care Provider: According to DES, "families are also able to select certain relatives to provide child care. DES reimbursement is available once the relative caregiver is fingerprinted and enters into a financial agreement with DES…." Please visit here for more information about qualifying relative providers and to locate a DES office near you.

Child Care Group Homes: This child care takes place in the home of another person who can care for up to 10 children full-time for compensation; the provider may also care for an additional 5 children in a non-compensated arrangement, for a total of 15 children maximum. The provider's own children are included in the ratio. Homes are certified by DHS and have a 1:5 staff/child ratio.

Child Care Centers: This type of child care takes place in a center-based facility and serves larger groups of children. Staff to child ratios vary according to the age group and are referenced below. Child care centers are licensed by DHS. Exceptions include centers that are located on military bases and tribal lands, where parents are on the premises (such as a health club) and where children are free to come and go.

Staff to Child Ratio

Licensing requirements, including staff to child ratios, are defined and regulated differently from state to state. Arizona allows adult-to-child ratios of up to one adult for every twenty children.

Best practices research indicates that responsive early childhood education programs consistently demonstrate ratios emphasizing larger numbers of adults serving smaller groups of children. The National Association for the Education of Young Children/NAEYC is a recognized and respected professional membership association that accredits child care centers and has developed recommended adult to child ratios for child care facilities. Family child care homes may also pursue voluntary accreditation through the National Association for Family Child Care/NAFCC. Both NAEYC and NAFCC offer web-based accreditation searches and suggestions on how to select care.

Selecting Child Care: A Step By Step Guide

Perhaps more so than their peers, employees and students with families recognize that they must utilize their scheduling efficiently to meet academic, professional and family needs. These tips can help you save time and energy when selecting child care:

1. Contact Child Care and Family Resources at 621-9870 and on the web to initiate your customized consultation and review the many available services and resources.
2. Screen all referrals over the telephone. Introduce yourself and let the provider/director know how you obtained his or her name. State the nature of your child care needs, ask if openings exist, and if the individual can complete a brief exchange with you. If not, ask when would be a good time to call back. If you are pleased with the responses you receive, schedule an appointment for a visit without your children.
3. Complete this initial visit. If the program appears to meet your needs, schedule a follow-up appointment and take your children to observe their reactions and impressions. If possible, bring along another trusted adult, such as a spouse, partner, or friend, to offer support and a second opinion.
4. Request to meet the teachers, specialists, and assistants who will be working with your children, and spend time in the classroom and outdoors observing staff/child interactions. If you are considering a family child care provider, schedule your visit with children present to see the home set up, how the provider engages a group of children at different age levels, and manages transitions.
5. Location is an important issue. Although having child care close to your campus setting may seem ideal, a care selection that supports public transportation routes or is closer to your home or employment, to your child's school, or to a relative's or to a spouse's/partner's school or work locale may give you more flexibility should you need care on days when you are not on campus.
6. If your child has special needs considerations, inform the director/provider at the beginning of your interview. Inquire about the program's philosophy, procedures, and staff experience and training. A subsequent visit with your child should give you an indication of how well this particular arrangement will work for your family. The United States Department of Justice states that "Privately-run child care centers-like other public accommodations such as private schools, recreation centers, restaurants…and banks must comply with title III of the Americans with Disabilities Act (ADA). Child care services provided by State and local government agencies, such as Head Start, summer programs, and extended school day programs must comply with title II of the ADA." Additional information is available here.
7. As you prioritize your final choices, know that you may verify the licensing status of a child care center or certification status of a group family child care home by contacting the Department of Health Services in Tucson at 628-6540, or in Phoenix at 364-2539 or (800) 615-8555 (Toll Free). You may also visit here to view the Department's information about facility enforcement actions taken against facilities. To verify certification of a small family child care home, contact the Department of Economic Security in Tucson at 791-2732, or in Phoenix at 542-4248. For both departments, you may inquire about reviewing public files and compliance history regarding facilities.
8. Finally, be flexible and fully research community options. Select the environment and staff that can offer the highest quality child care program that consistently meets your child's evolving social, emotional, and cognitive needs.

Suggested Guidelines for Determining Child Care Program Suitability

Review suggestions that can assist you in evaluating different child care environments. Make a copy for each candidate program, adding personal notes, questions, and program responses and incorporate previously mentioned considerations if desired. Having a series of professional, objective indicators can offer insightful perspective when finalizing your decision.

In-Home Child Care Considerations

In-home child care is exempt from state licensing or certification regulations. Child Care and Family Resources has developed specialized materials directing University families to resources that will accept "help wanted" requests for hiring an in-home child care provider, as well as to job postings that indicate an individual's interest regarding their in-home availability. As with other child care, these are to be considered referrals and not recommendations. Employees and students can call 621-9870 to request materials. Pre-screening and background check processes are not guaranteed and individual departments, not Child Care and Family Resources, are responsible for maintaining referral advertisements and posting.

The terms "nanny" and "in-home child care provider" may be used interchangeably in describing a live-in or live-out care arrangement. An "au pair" arrangement generally involves a room and board/stipend agreement, a defined, care service period (usually a year), is emphasized as a cultural-exchange experience and may be subject to federal (e.g. "J" visa) and state regulations. Further visa/au pair information may be found here or by contacting the United States Department of State, 2201 C Street NW, Washington, DC 20520, (202) 647-4000.

Child Care Expenses

The state's Department of Economic Security (DES) can offer child care support for many families. To determine your eligibility, contact the Department of Economic Security in Tucson at 791-2732, or in Phoenix at 542-4248. Additionally, UA discounts may be available from select community businesses and service providers upon request.

Benefits-Eligible Employees
In additional to the information regarding the employee Child Care Voucher Program, it is important to note federal tax issues. The Internal Revenue Service (IRS) has determined that employees may allocate up to $5,000 per year in a dependent care assistance account established by their employer. This $5,000 allocation includes the combined monies applied to the following UA sponsored pre-tax programs:

• Flexible Spending Account (FSA)* for dependent care only (excludes medical expenses)
• Child Care and Family Resources' Employee Child Care Voucher Program
• Child Care and Family Resources' Employee Sick Child and Emergency/Back-Up Care Program (includes the entire value of the program-employee and employer costs)

*You may designate an amount of pre-tax salary to be placed in a dependent care related and/or medical expenses related FSA. These tax-free dollars may then be used to reimburse you for qualified out-of-pocket medical care and/or dependent care (child/elder care) expenses. You reduce your taxable income, as no Social Security, federal or state income taxes are taken from the designated dollars and this amount is excluded from your taxable income. It is critical to note that dependent care expenditures that exceed the $5,000 limit are subject to income tax. The annual FSA figures (total costs) will appear on your W-2 form.

This information is not intended to serve as tax advice. Please consult your professional tax advisor to determine the optimal use of dependent care offerings. For information regarding the status of your FSA, please contact Benefits at 621-3662 or at Benefits@u.arizona.edu.

Undergraduate and Graduate/Professional Students
In addition to the information describing the student Child Care Subsidy Program, it is important to make full use of federal tax credits if you qualify. The federal government gives you a credit on your personal income tax for child care. The credit may be claimed on the short or long forms. Additional information may be found in the Internal Revenue Service's (IRS) free booklet #503 "Child and Disabled Dependent Care." Contact the IRS at 1-800-829-3676 or visit here to obtain a copy or learn more about additional tax-related child care information.

Additional University of Arizona Resources Regarding Child Care Assistance
To complement employee and student programs at UA Life & Work Connections, The University of Arizona offers a wide selection of support resources ranging from student clubs and groups, to departmental and college services, including BabyCats, Kidz Korner and the Graduate & Professional Student Council. Visit here to search for these, and related resources.

Next Steps
Congratulations on building a broad and cohesive child care network that includes resources from The University of Arizona, family, friends and the community. Visit here often and contact UA Life & Work Connections at 621-4365 or 621-9870 to establish your personalized relationship with caring professionals. We welcome the opportunity to support you in the coordination of customized resources, strategies and programs to address your evolving family needs.