Parent & Outreach Services

Parent and Outreach Services is the gateway that connects Families to CYS programs. Its mission is to support Readiness and Well-Being of Families by helping to balance military mission requirements and parental responsibilities.

Baseline programs:

• Parent Central Services (formerly Central Enrollment)
• Kids at Home
• Parents on Site
• Kids on Site! (only available at some locations)
• School of Knowledge, Inspiration, Exploration, and Skills (SKIESUnlimited)
• CYSitters
• Parent Liaison Services
• Community Liaison Services 

Eligibility Criteria for CYS Programs is contingent on the status of the sponsor and is verified at registration. 

Eligible patrons include:

• Active duty Military personnel 
• DoD civilian employees paid from either appropriated funds (APF) or non-appropriated funds (NAF)
• Reserve Component military personnel on active duty or inactive duty training status
• Combat-related Wounded Warriors
• Surviving spouses of Military Members who died from a combat-related incident
• Those acting in loco parents for the dependent child of an otherwise eligible patron
• Eligible employees of DoD contractors
• Others authorized on a space available basis

Registering your child in CYS

WebTrac provides links to services for eligible patrons. To access required CYS forms:  Webtrac online services.  https://webtrac.mwr.army.mil

Registration Checklist

Required forms for registering in Child Care (CDC/FCC/SAC) include:

These forms are only available in person at CYS or Parent Central Services. 

• Application for Department of Defense Child Care Fees, DD 2652 (not applicable to hourly care)
• USDA Form
• CYS Health Screening Tool, DA 7625-1, Tool 1 or DA 7725
• Child Health Assessment (complete Parts A, B & C or Part A + school physical) Due within 30 days of registration
• Family Care Plan for single/dual military only. Due within 30 days of registration

Required forms for registering in Kids on Site include:

• CYS Health Screening Tool, DA 7625-1, Tool 1 or DA 7725
• Child Health Assessment (complete Parts A, B & C or Part A + school physical) Due within 30 days of registration
• First time users, current immunization record only (0-5 and those school age not enrolled in public school)

Required forms for registering in MS/Teen include:

• CYS Registration Form
• Application for Department of Defense Child Care Fees, DD 2652, (if utilizing Before/School or Summer Camp)
• CYS Health Screening Tool, DA 7625-1, Tool 1 or DA 7725, (complete only if physician documented special needs)

 Required forms for registering in SKIESUnlimited include:

• CYS Health Screening Tool, DA 7625-1, Tool 1 or DA 7725

 Required forms for registering in SPORTS include:

• CYS  Health Screening Tool, DA 7625-1, Tool 1 or DA 7725
• Health Assessment/Sports Physical (complete Parts A, B and C). Due before participation in all sports activities

Medical Action Plan (MAP) Only needed if a child is diagnosed with allergies, diabetes, asthma/respiratory, or seizures that may require staff to administer rescue medications. This also includes conditions recommended by MIAT.

Waiting List

The Installation will establish a Waiting List when the spaces for each child age group are filled and there are no additional spaces to offer. The Waiting List is limited to patrons who are still actively seeking child care.

When a space becomes available, patrons are offered a viable space. A viable space is defined as any opening within the CYS delivery system to include Child Development Centers, Family Child Care Homes, School Age Centers, Homes Off-Post and Community Based Programs.  

Children transferring to the Installation whose parents have requested care prior to arrival are placed on the Projected Demand Sub-waiting List. This list is maintained by sponsor priority for care and date of request for care. Parents must update their information every 90 days to remain on the list.

Parent Orientation

Parent Central Services schedules appointments to acquaint parents with their child’s program. These sessions are an important part of the enrollment process and are offered at times convenient to parents. Orientation highlights include:

• Facility tour
• Orientation of our program and spaces
• Review of rules of conduct and procedures
• Opportunity to meet staff, care providers and key volunteers
• Complete required forms
• Parent participation

Deployment Support Services

Deployment Support Services are established for eligible Army Service Members (e.g., deployed Soldiers, dependents of Army Fallen Warriors, Army Wounded Warriors assigned to a Wounded Warrior Unit, etc.).

Childcare Cost

Childcare cost is based on Total Family Income (TFI). TFI is defined as all earned income including wages, salaries, tips, special duty pay (flight pay), Active Duty demo pay, sea pay), Active Duty save pay, long-term disability benefits, voluntary salary deferrals, retirement or other pension income including SSI paid to the spouse and VA benefits paid to the surviving spouse before deductions for taxes.

Parent fees are determined during the registration process prior to enrollment in a regularly scheduled Child Development Center (CDC), Family Child Care Home (FCC), School Age Care (SAC) or Middle School & Teen (MS/T) program and annually thereafter. All fees are subsidized.   

Payment Options

CYS offers an online pre-registration service through WebTrac. Parent Central Services will help you get started by assigning your initial username and password. When you sign in for the first time, you will be asked to personalize your account. You’ll then have access to all of our online services which include bill payment, tax forms, receipts, class sign-ups and other conveniences. Payments for childcare can also be made at any CYS Child Development Center, School Age Center, and Parent Central Services.

Transition of Child Records

Parent Central Services provides Army-wide transition assistance such as Global Data Transfer (GDT) of child records and accepts projected registrations for continued services. The system is designed to streamline the relocation process for military and civilian Families. Standard data elements (such as names, birthdates, child health records, etc.) should follow each Family to their new duty assignments and make the local CYS registration procedure faster and easier.

Importing and exporting data for relocating Families is part of the regular CYS in-and out-processing protocol.  

Multi-Disciplinary Inclusion Action Team (MIAT) Process

The MIAT explores Installation child care and youth supervision options for children and youth with medical diagnoses that reflect life-threatening conditions, functional limitations and diagnosed behavioral/psychological conditions. The MIAT recommends child care and youth placement. It also determines reasonable accommodations and availability of services to support a child/youth’s special needs. “Inclusion” is an attitude and a philosophy that welcomes and supports all children, with the goal of facilitating and maximizing participation in CYS Services child care, youth supervision and educational programs. 

The MIAT is comprised of the Parent(s), CYS Services Coordinator, Outreach Services Director, APHN, and EFMP Program Manager as chair.

Parent Advisory Group

The Parent Advisory Group is chaired by a parent, meets quarterly, and provides an opportunity for parents to meet and discuss ways to enhance Child and Youth Programs. The board, with the advice of the program staff are responsible for developing and overseeing the implementation of the Parent Participation Program. 

The Group coordinates the Parent Participation Program with the Child Development Program (CDP) staff to ensure parents are involved in CDP planning and evaluation.

The Parent Participation Program is a planned group of activities and projects established by the Parent Group to encourage parents to volunteer in CDPs, including special events and activities (such as field trips, holiday events, and special curriculum programs), small group activities, special projects (such as playground improvement, procurement of equipment, and administrative aid). The Parent Participation Program allows for a fee reduction on child care for parent participation. 

Parent Education

Parent education offers resources to help parents and staff increase their ability and confidence for raising healthy children. A variety of parental education classes are offered to enhance parenting skills.

Additional parent education resources are available:

Visit your local Army Community Service. 

Army OneSource 

Military One Source 

www.parentcenterhub.org

http://csefel.vanderbilt.edu/

Kids On Site!  KOS provides short-term hourly child care to parents attending on-post meetings or functions in the same or adjacent building.

KOS supports Army Families through Deployment Support by providing assistance for the Army Chaplain's Strong Bond Program and other special events child care. CYS Services can provide child care support to Strong Bonds events if additional staff is available.

CYSitters offersformal training for teens from adults who provide short term hourly child care for families in their own homes. The training covers the skills needed to safely and appropriately care for children and includes First Aid and CPR, program activities, and the “business” of babysitting. Upon completion of the training CYSitters may be included in the CYS Services’ babysitter referral list/website. 

Parents needing babysitters must complete a request form located at Parent Central Services.  Parents make arrangements and negotiate fees directly with the babysitter for child care services. Stop by or call Parent Central Services for additional information.

Parents on Site offers support services for the operation and management of parent co-ops that exchange babysitting services, infant/toddler playgroups, short-term care in unit settings by Family members in another unit or organization.

Volunteer Childcare in Unit Setting (VCCUS) is an additional volunteer-based childcare program that allows for on-site care during meetings and events organized by military units, Army Community Service (ACS) groups or Family and Morale, Welfare and Recreation. Through VCCUS, Parent & Outreach Services will provide training to volunteers from the military unit or organization. The program enables the exchange of free and temporary childcare services during unit sessions when child development center services are not available. Parents and guardians of children in VCCUS must be attending the same function and remain at the site while their child is under volunteer care.

Kids At Home offers non-traditional outreach services to support families with children/youth whose primary care/educational setting is in their own home. The programs offer “imAlone”classes and support for enrolled children (11-15 years) whose parents have determined that they can be home alone during out-of-school hours. Home School Services provides for the use of CYS Services tech labs, multipurpose rooms, homework centers, instructional programs for educational purposes during school hours (when facilities are not in use) by children and youth who are home schooled.

School of Knowledge, Inspiration, Exploration and Skills (SKIESUnlimited) offers a range of out-of-school classes such as music, dance, martial arts, gymnastics, technology, life skills, and SAT prep and athletic experiences. All classes are provided by CYS Services employees and contract instructors in a variety of settings. All participants in SKIESUnlimited classes will be registered for CYS Services in Child Youth Management System (CYMS). Classes are available for each age group with opportunities for advancement from beginners, intermediate and on to advance levels. Parents must remain on site during SKIESUnlimited classes.

1. What services does CYS provide?

• Full-day child care
• Part-day preschool
• Sports
• Kids on Site
• Seasonal Camps            
• SKIESUnlimited   
• Open recreation for teens
• Hourly care
• Strong Beginnings Pre-K program
• Recreational classes
• Before/after-school programs

2. What can be provided as proof of eligibility?

Any of the following is an acceptable form for proof of eligibility. If the sponsor is the biological parent they may present a birth certificate. In addition, DEERS enrollment, a child’s ID card that proves legal guardianship and passports are acceptable documents.

3. Who should I contact if I have questions or concerns?

You may stop by Parent Central Services for personal assistance or make inquiries by email or phone. A CYS administrative assistant will be happy to help you schedule an appointment at Parent Central Services.

4. Where can I register?

Visit Parent Central Services  

5. What do I need to register?

• Government ID
• Contact information
• Two short-and long-term designees for emergency contacts
• Shot records
• Deployment orders (if applicable)
• For on-base child care, an LES/pay voucher or student letter

6. What full-day or before/after-school child care is available?

We offer three viable child care options

1. Family Child Care (licensed contractors)
2. On-base child care centers
3. Off-base child centers and homes

• Army Child Care in your Neighborhood
• Army School Age Programs in your Neighborhood
• Military Child Care in your Neighborhoods

7. Will I get a Wait List number or an indication of how long will it be?

Your number won’t be provided because it’s not an accurate reflection of the time remaining. Every situation is dependent on a variety of factors such as individual priorities, PCS notices and pending renovation projects.

8. How often must I register and why?

Registration must be completed annually. When you complete the annual registration, your child can participate in a wide variety of accredited programs and activities. The Health Insurance Portability and Accountability Act requires release of information annually and is associated with our health screening tool. The Department of Defense requires an annual fee contract.

9. When does my child need a sports physical?

Sports physicals are required annually and must be valid through the sports season. They are required for seasonal competitive sports: baseball, basketball, cheerleading, flag football, soccer, track and field, etc., as well as the youth fitness program.

10. How often do I need to complete a health assessment for my child?

The health assessment is required 30 days from the date of registration. The health assessment is due every three years unless there are changes in your child’s medical condition before then.

11. Are immunizations required to register?

Yes. To prevent communicable diseases, CYS follows the Center for Disease Control’s immunization schedule (AR 608-10). All immunizations must be current.

12. What if my child needs special accommodations?

A special need is any medical condition and/or allergies identified and annotated by a doctor. It is identified through the completion of a health screening tool during registration. Every child will receive a recommended care plan based on the information presented from the Multi-disciplinary Inclusion Action Team. 

13. Are there exceptions to fees based on total family income for special circumstances?

Yes. Commanders have the authority to grant hardship waivers and must consider the balance of Non-Appropriated Fund (NAF) income and appropriated fund support as they approve waivers. Approved fees must be within fee categories.

14. Are there discounts for multiple children from the same family?

Installation Commanders may authorize up to 20% reduction of fees for additional children of the same family with the exception of contractor employees in Category 9, who do not receive child care fee assistance.

15. What is available to me if I am retired?

Sports, SKIESUnlimited classes and EDGE! All other services are deemed Child Care. Retirees are allowed to use services on a space available basis and when there are no other eligible users on the Wait List.

16. What types of programs and activities are offered for middle school students and teens?

• Leadership activities
• Girls & Guy talk
• Sports clubs
• How-to projects
• Power Hours
• Technology
• Leisure activities and special events

17. What does the School Support Services Office do?

The School Liaison Officer works in conjunction with the Child and Youth Services Division and the local school community to address educational issues involving military children. Through partnering with the local and military community, the School Liaison Officer acts as a communication link between the installation and the surrounding school districts.