1.2 CCDF Policy Decision Authority

The Lead Agency has broad authority to administer (i.e., establish rules) and operate (i.e., implement activities) the CCDF program through other governmental, non-governmental, or public or private local agencies as long as the Lead Agency retains overall responsibility for the administration of the program. Administrative and implementation responsibilities undertaken by agencies other than the Lead Agency must be governed by written agreements that specify the mutual roles and responsibilities of the Lead Agency and other agencies in meeting the program requirements. 1.2.1 Entity establishing CCDF program rules Which of the following CCDF program rules and policies are administered (i.e., set or established) at the State or Territory level or local level? Identify whether CCDF program rules and policies are established by the State or Territory (even if operated locally) or whether the CCDF policies or rules are established by local entities, such as counties or workforce boards. Check one of the following: a. [x] All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.) b. [ ] Some or all program rules and policies are set or established by local entities or agencies. If checked, indicate which entities establish the following policies. Check all that apply: i. Eligibility rules and policies (e.g., income limits) are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: ii. Sliding-fee scale is set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iii. Payment rates and payment policies are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iv. Licensing standards and processes are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: v. Standards and monitoring processes for license-exempt providers are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vi. Quality improvement activities, including QIS, are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vii. Other. List and describe any other program rules and policies that are set at a level other than the State or Territory level: 1.2.2 Entities implementing CCDF services The Lead Agency has broad authority to operate (i.e., implement activities) through other agencies, as long as it retains overall responsibility for CCDF. Complete the table below to identify which entity(ies) implements or performs CCDF services. Check the box(es) to indicate which entity(ies) implement or perform CCDF services. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who conducts eligibility determinations? [x] [ ] [ ] [ ] [x] Describe: The Lead Agency has four contracts with local agencies referred to as the Child Care Management Agency (CMA). The primary duties of the CMAs are to perform eligibility services for families seeking assistance with childcare cost. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [x] [ ] [ ] [x] [x] Describe: The Lead Agency has four contracts with local agencies referred to as the Child Care Management Agency (CMA). The primary duties of the CMAs are to perform eligibility services for families seeking assistance with childcare cost. The CMA also distributes consumer education material to the same families seeking child care. Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: Who operates the quality improvement activities? [x] [ ] [x] [x] [ ] Describe: 1.2.3 Information systems availability For any activities performed by agencies other than the Lead Agency as reported above in 1.2.1 and 1.2.2, identify the processes the Lead Agency uses to oversee and monitor CCDF administration and implementation activities to retain overall responsibility for the CCDF program. Check and describe how the Lead Agency includes in its written agreements the required elements. Note: The contents of the written agreement may vary based on the role the agency is asked to assume or type of project but must include, at a minimum, the elements below. a. Tasks to be performed. [x] Yes. If yes, describe: The contracts with the Child Care Management Agencies and Quality Enhancement Agencies are specific in detailing the deliverables expected to be performed by each agency. The Child Care Management Agencies (CMAs), which are Family Guidance Center of Alabama, Talladega Clay Randolph Child Care Corporation, CMA of North Central Alabama and Child Care Resource Center, are responsible for the determining eligibility for families seeking child care assistance as well as the registration of child care providers wishing to participate in the child care subsidy program. The Quality Enhancement Agencies (QEAs) are tasked with providing training to child care providers and their staff to meet licensing performance standards, health and safety regulations for participation in the child care subsidy program and other professional development opportunities. The lead agency has two types of contracted entities that perform trainings, comprehensive and targeted QEAs. The comprehensive QEAs provide the aforementioned trainings regionally throughout the state. The targeted QEAs provide specific services statewide and not restricted similarly to the comprehensive QEA to serve only one assigned region. The targeted QEAs, which are the Alabama Department of Early Childhood Education (QRIS, Challenging Behaviors, Home Visiting), Alabama Department of Public Health (Healthy Child Care Alabama-Health and Safety Trainings), Auburn University (Family Child Care Accreditation and Afterschool Alliance), Alabama Department of Education (Afterschool Alliance), Alabama Public Television (Professional Development), Alabama Partnership for Children (Help Me Grow/Strengthening Families), United Cerebral Palsy of Huntsville and Tennessee Valley (Early Intervention), and Family Guidance Center of Alabama (Kids & Kin child care). Additionally, the Lead Agency partners with the Alabama Community College System and Alabama Partnership for Children to administer the TEACH and Leadership Scholarships for individuals wishing to pursue a CDA, Associates or Bachelor's Degree in Early Childhood Education. The comprehensive QEAs are Family Guidance Center of Alabama, Child Care Resource Center, Childcare Resources, Childcare Resource Network, Child Development Resources, and Gulf Regional Early Childhood Services. The comprehensive QEAs and the CMAs provide resource and referral information to families, those seeking child care assistance and those that are not. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The contract with the Child Care Management Agencies describes the expectation to follow policy and procedures set forth by the lead agency. Those include the processing, approval or denial, of applications for child care assistance, providing due process in situations where services are denied or terminated, and collection of payment errors. The Quality Enhancement Agencies (QEAs) and the Child Care Management Agencies must timely submit expenditure reports monthly for payment of services. QEAs must submit quarterly reports regarding services/trainings offered and included content areas that are pertinent to support professional development. The lead agency certifies that schedules are being maintained in a timely manner through reports and quarterly meetings. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: Budgets are created based on funding allocations and targets established by each agency on the intended audience. Budgets included itemized categorical expenditures in accordance with CCDF requirements and state law. All budgets are set for any entity the Lead Agency has a funded contract with. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The indicators/measures to access the performance of the Child Care Management Agencies is a yearly Improper Payment Review to monitor policy application, child care awards, and payments. The indicators/measures to access the performance of both comprehensive and targeted/local government agencies Quality Enhancement Agencies are quarterly reports that collect data and review program performance. Based on the terms of the contract, there are certain performance measures should be met such as the number of individuals reached through outreach programs, number of trainings/cohorts, Pre- and Post test results as well as training evaluations to measure the effectiveness of the trainings. [ ] No. If no, describe: e. In addition to the written agreements identified above, describe any other monitoring and auditing processes used to oversee CCDF administration. Technical assistance and on-site visits are made to both the Quality Enhancement Agencies and Child Care Management Agencies to monitor contract performance and compliance. 1.2.4 Certification of shareable information systems. Does the Lead Agency certify that to the extent practicable and appropriate, any code or software for child care information systems or information technology for which a Lead Agency or other agency expends CCDF funds to develop is made available to other public agencies? This includes public agencies in other States for their use in administering child care or related programs. [x] Yes. [ ] No. If no, describe: 1.2.5 Confidential and personally identifiable information Certification of policies to protect confidential and personally identifiable information Does the Lead Agency certify that it has policies in place related to the use and disclosure of confidential and personally identifiable information about children and families receiving CCDF assistance and child care providers receiving CCDF funds? [x] Yes. [ ] No. If no, describe: