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: Licensed child development facilities that meet standards set by OSSE, also known as Level II providers, are authorized to conduct eligibility determinatio ns. Who assists parents in locating child care (consumer education)? [x] [ ] [ ] [x] [ ] Describe: Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: Who operates the quality improvement activities? [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: Eligibility determination: OSSE and the DC Department of Human Services (DHS), the District’s Temporary Assistance for Needy Families (TANF) agency, have a Memorandum of Understanding (MOU), which includes specific tasks related to conducting eligibility determinations for the District's Child Care Subsidy Program. These tasks include ensuring the accuracy of eligibility documentation, completing data entry into OSSE’s Subsidized Eligibility and Assignment system, ensuring case records are secure and properly stored, and ensuring appropriate records retention. Level II providers authorized to conduct eligibility determinations have provider agreements with OSSE that outline the scope of Level II services, including eligibility determination tasks to be completed, timelines for completing those tasks, and monitoring and accountability requirements. Assist parents in locating child care: DC Child Care Connections (DC CCC) is the District's child care resource and referral agency (CCR&R). OSSE funds DC CCC through a competitive grant, which outlines the consumer education tasks to be performed. Tasks outlined in the grant include connecting families with early care and education opportunities through various modes of communication; participating in community events to provide information and resources to parents, families, and child care providers; connecting early childhood education professionals to professional development opportunities including professional memberships and continuing education; providing technical assistance, consultation, and coaching to administrators within early childhood education facilities. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The OSSE-DHS MOU includes timelines for the completion of tasks during the fiscal year covered by the MOU. This includes timelines for notifying OSSE of changes in residence or eligibility of child care subsidy recipients and transmitting applications for in-home care to OSSE for processing. For Level II providers, timelines for the completion of tasks are outlined in the provider agreement. The grant funding DC CCC includes a work plan with timelines for completing tasks throughout the grant period. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The OSSE-DHS MOU includes a budget for services provided. Level II providers do not receive a set payment for eligibility determination services. Rather, as outlined in the Level II provider agreement, they are permitted to keep any family co-pays received from families while also receiving the full subsidy payment amount from OSSE. This additional revenue, combined with the ability to more quickly fill enrollment vacancies, compensates Level II providers for the additional capacity required to conduct eligibility determinations. The grant funding DC CCC requires an itemized budget that covers proposed expenditures across salaries and benefits; professional services; equipment; supplies and materials; fixed property costs; and other objects and indirect costs. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The OSSE-DHS MOU requires OSSE to conduct onsite reviews to determine compliance with established policies, conduct follow-up visits to validate compliance, and conduct scheduled and unscheduled monitoring visits. OSSE conducts annual audits and eligibility reviews of Level II providers’ records. The percentage of eligibility records reviewed is determined by the site's total number of families enrolled in subsidized child care services. The District measures progress on DC CCC activities through a monthly progress report submitted to OSSE that tracks each contact made with families, providers, and others. Measurable indicators include the number of contacts made with families (e.g., for child care referrals) and providers (e.g., for technical assistance); visits to the website and lending libraries; books and other resources downloaded and borrowed from the website and lending libraries; and enrollment and attendance at professional development trainings. OSSE staff review and analyze data to ensure the tasks and requirements of the grant are met and identify opportunities for improvement. [ ] 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. OSSE monitors all CCDF sub-recipients. Fully executed grant agreements and contracts are in place for all sub-contractors and/or sub- grantees and include, for each grant, a detailed scope of work including deliverables, activities, and reporting requirements to ensure compliance with grant terms and conditions. OSSE follows the agency-wide reimbursement request policy to ensure fiscal accountability by sub-recipients. Sub-recipient reimbursement requests and supporting documentation are reviewed by both a programmatic lead and a fiscal lead at OSSE to ensure payments are accurate and costs are allowable. Invoice submissions for contracts are also reviewed and approved by the program manager directly overseeing the work and the Director of Operations to ensure allowable uses of funds. 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. [ ] Yes. [x] No. If no, describe: OSSE does not expend CCDF funds to develop any code or software for child care information systems or information technology and has no plans to use CCDF funds for this purpose during the timeline of the fiscal year 2025-27 (FY25-27) CCDF Plan. 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: