Frequently Asked Questions

1. What is the 45/110 day rule?
2. Can I fax my application?
3. What does continuous enrollment mean?
4. What if I cannot get my advisor's signature?
5. When terminated from a program or grant training, why are approved participants required to repay all funding issued on their behalf within 30 days?
6. Once approved, how does a business receive payment for the approved grant funding?
7. Can applications be submitted via email to the Department of Workforce Services?
8. What do I need to know about preparing an application for a grant?
9. If I already hold a Bachelor's Degree, am I required to enter into the apprenticeship certification program if I wish to begin a new educational path in early childhood?
10. What if I have questions about the application or the process?
11. If I plan on applying for a CDA, am I required to list a registered Department of Workforce Services contractor on my application?
12. If I apply for a scholarship or grant, should I pay allowable costs out of my own pocket and if so, will I receive a reimbursement?
13. If I plan on applying for a CDA program and do not know anyone to act as my CDA contractor, what do I do?
14. What happens to my application once it arrives at the Wyoming Department of Workforce Services?
15. Can I receive a scholarship to help fund my Master's Degree or Special Education Degree Program?
16. If I am officially enrolled in the Apprenticeship Program for Child Care Development Specialists, what is the maximum amount of funding I can use to obtain my CDA during the apprenticeship program through a WY Quality Counts!™ Educational Development Scholarship?
17. Can DWS terminate my enrollment in the U.S Department of Labor (DOL) Apprenticeship Program if I breach my contract with DWS?
18. As part of the application and reporting requirements for the scholarship and grant funding I received I am required to complete and submit an official DWS training evaluation (survey) no later within forty-five (45) days of completion of each semester, coursework or training. Why am I required to do this?
19. What is the definition of the "Apprenticeship Program for Child Care Development Specialists?"
20. I am a DOL-registered apprentice, but my program schedule has changed due to circumstances beyond my control. What happens if I cannot provide my required application and reporting documentation to DWS on time?

What is the 45/110 day rule?
The 45/110 rule means that a scholarship or grant application must be postmarked at least 45 days and not more than 110 days before the start date of training, (which includes any necessary travel time). This is necessary for the application to be screened, reviewed for accuracy and eligibility and then written into a contract. The contract is then sent to the Attorney General's office, the participant and lastly to the Director of the Department of Workforce Services for final approval and execution.

Can I fax my application?
Yes. Scholarship and grant applications may be submitted via fax to 1-866-373-6061. However, if the fax is unreadable or illegible, you may be asked to re-submit the document via fax or standard mail. It is the applicant's responsibility to ensure the fax transmittal was successful. We highly encourage keeping copies of the fax documentation and the transmission report.

You can also mail information to: DWS - WY Quality Counts, 122 West 25th Street, Herschler 2E, Cheyenne, Wyoming 82002

What does continuous enrollment mean?
Continuous Enrollment means enrollment in at least one (1) credit hour in each of two (2) semesters of a fall, spring, or summer semester within the course of a year based on enrollment date.

What if I cannot get my advisor's signature?
The Department of Workforce Services will accept documentation from the college or training entity that verifies your coursework meets the requirements of your educational plan.

When terminated from a program or grant training, why are approved participants required to repay all funding issued on their behalf within 30 days?
Wyoming State statute requires a recipient of a grant or scholarship to immediately repay all funds provided to the recipient together with attorney fees and costs incurred in collection, if the recipient breaches the contract. The repayment shall be made, or a repayment contract shall be signed, within thirty (30) days of the date on which the scholarship participant receives notice of termination from the program from the Department of Workforce Services.

Once approved, how does a business receive payment for the approved grant funding?
The business must enter into a contract with the Department of Workforce Services as well as submit a WOLFS-109 to the Wyoming State Auditor's Office. The Wyoming State Auditor's office makes these payments directly to the business.

Can applications be submitted via email to the Department of Workforce Services?
No. All applications must be mailed, faxed or hand-delivered to the address on the application instructions. An online application will be developed in early 2008.

What do I need to know about preparing an application for a grant?
The grants must be mailed, faxed or hand-delivered to the address on the application. Applications must request funding for only one training event per application, but the training event may include multiple training dates. There is no limit to the number of applications a business may submit.

Applications will only be accepted:

• Up to 110 days before the scheduled training date;
• No less than 45 days before the scheduled training date. To assist with the calculation, use the Application Due Date Calculator.
• A proposed curriculum for the training and copies of any brochures, information, etc. describing the training must be included with the application.
• In order to received disbursements (payments) from the state of Wyoming, the business must be established as a vendor with the State Auditor's Office.
• The WY Quality Counts!™ Program strongly recommends that all businesses elect the EFT (Electronic Funds Transfer) option on the WOLFS-109.

If I already hold a Bachelor's Degree, am I required to enter into the apprenticeship certification program if I wish to begin a new educational path in early childhood?
No. You would enroll in a Post-Graduate Birth-to-Five Early Childhood Endorsement program from the University of Wyoming. You may also seek to enroll in a program from another state comparable in educational requirements to the above from an accredited institution as defined by the Wyoming Department of Education.

What if I have questions about the application or the process?
Follow the instructions provided on the application. If you have additional questions, assistance is available by contacting Denise Steele at 307-777-2439.

If I plan on applying for a CDA, am I required to list a registered Department of Workforce Services contractor on my application?
Yes. WY Quality Counts!™ CDA scholarship applicants are required to list a Workforce Services-approved CDA contractor on their application. The names of Workforce Services-approved registered CDA contractor's are listed in our CDA Trainer Registry. If an applicant applies to the Department of Workforce Services for a CDA program and does not list a Workforce Services-approved contactor, that application will be incomplete and will be denied. It is the applicant's responsibility to coordinate with the trainer(s) that will assist them during their CDA program.

If I apply for a scholarship or grant, should I pay allowable costs out of my own pocket and if so, will I receive a reimbursement?
No. Applicants should never assume that funding is approved. Each application is screened individually. Applicants will always be notified in writing of application approval or disapproval. If an applicant decides to pay any allowable costs out of their own pocket, they do so on their own will unless notified in writing prior.

If I plan on applying for a CDA program and do not know anyone to act as my CDA contractor, what do I do?
Applicants may contact the Department of Workforce Services for information and assistance.

What happens to my application once it arrives at the Wyoming Department of Workforce Services?
Once you submit your application, its arrival to the Department is recorded. Open this document to see a flowchart of how that process works.

Can I receive a scholarship to help fund my Master's Degree or Special Education Degree Program?
No. The following list delineates all coursework eligible for funding assistance under the WY Quality Counts! Educational Development Scholarship (College):

• Associate of Arts/Sciences/Applied Sciences in Early Childhood Education;
• Bachelor of Arts in Elementary Education with Birth-to-8 Early Childhood, Endorsement from the University of Wyoming;
• Bachelor of Science in Family and Consumer Sciences/Child Development Option;
• Post-Graduate Birth-to-5 Early Childhood Endorsement; or
• Remedial education classes required to enter any of the above.

If I am officially enrolled in the Apprenticeship Program for Child Care Development Specialists, what is the maximum amount of funding I can use to obtain my CDA during the apprenticeship program through a WY Quality Counts!™ Educational Development Scholarship?
The approved apprenticeship participant shall be eligible for one thousand five hundred dollars ($1,500) annually, for a maximum of three thousand dollars ($3,000) in funding for their entire apprenticeship program (including the CDA credential apprentices are required to obtain during their scheduled 2-year program). The CDA scholarship and Apprenticeship scholarship are completely separate scholarships that are not administered alike and have different funding award amounts through this program.

Can DWS terminate my enrollment in the U.S Department of Labor (DOL) Apprenticeship Program if I breach my contract with DWS?
No. DWS may not terminate an apprentice from the apprenticeship program administered by DOL, but shall terminate a participant from receiving WY Quality Counts!™ Educational Development Scholarship funding for an apprenticeship participant in the event thy breach their contract with DWS. The participant will be unable to receive any further WY Quality Counts! Educational Development Scholarship funding until they re-enter good standing status with DWS. DWS works closely with the Wyoming Children's Action Alliance and with all DOL-approved apprentices.

As part of the application and reporting requirements for the scholarship and grant funding I received I am required to complete and submit an official DWS training evaluation (survey) no later within forty-five (45) days of completion of each semester, coursework or training. Why am I required to do this?
The evaluation allows DWS to gage whether the participant is receiving adequate services and whether the WYQC services/training/Instructor were adequate during their coursework. DWS wants to ensure we provide the highest quality of services and that your entire training experience was top-notch. The evaluation allows us to collect data related to such and is very short in length. It takes approximately 8-10 minutes to complete after coursework completion.

What is the definition of the "Apprenticeship Program for Child Care Development Specialists?"
The "Apprenticeship Program for Child Care Development Specialists" is a training program registered with the U.S. Department of Labor, Office of Apprenticeship, which is developed specifically for individuals employed in the child care industry.

I am a DOL-registered apprentice, but my program schedule has changed due to circumstances beyond my control. What happens if I cannot provide my required application and reporting documentation to DWS on time?
Apprentices applying for scholarship funding through WY Quality Counts! are required to provide a detailed apprenticeship program schedule/timeline to the Agency. This ensures both the participant and the agency are aware of specific timelines for completion and funding allocation. DWS works closely with the Wyoming Children's Action Alliance and with all DOL-approved apprentices to accommodate verifiable unforeseeable circumstances or amendments to their program schedule. This is done through a formal process. Please contact DWS immediately if you are unable to provide your required application and reporting documentation to DWS on time.