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] [ ] [ ] [ ] [ ] Describe: Who assists parents in locating child care (consumer education)? [ ] [ ] [ ] [x] [ ] Describe: 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] [ ] [ ] 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: MOUs and contracts outline work to meet the requirements of the CCDF plan. In some cases, contracts and MOUs may meet federal requirements with federal CCDF funding. In some cases, contracts and MOU may meet federal requirements with state funding. MOUs are in place between the Department of Health and Social Services and Department of Education; the Department of Services for Children, Youth, and their Families and Department of Education; and the Department of Health and Social Services and Department of Services for Children, Youth, and their Families. The processes used to monitor partnering contractors and other agencies are outlined in each written agreement. MOUs and contracts use a general Department-level template that follows our state’s procurement law. For example, the Early Childhood Support team in the Department of Education will use the template and then create a program-specific Appendix A Scope of Work and Appendix B budget. We include the following information: • Tasks to be performed: The Early Childhood Support team’s DOE Contract Appendix A Scope of Work calls this ￿activities.￿ Activities are listed under objectives. • Schedule for completing tasks: The Early Childhood Support team’s DOE Contract Appendix A Scope of Work calls this ￿timeline.￿ This timeline must be within the state fiscal year from July 1st to June 30th of the following year. • Budget which itemizes categorical expenditures in accordance with CCDF requirements. The Early Childhood Support team’s DOE Contract Appendix B outlines the total yearly budget and monthly reporting requirements. It delineates monthly payments that can be invoiced after meeting reporting requirements. • Indicators or measures to assess performance of those agencies: The Early Childhood Support team’s DOE Contract Appendix A Scope of Work calls this ￿deliverables.￿ Each activity has at least one deliverable. The lead agency has Memorandums of Understanding or contracts with partnering agencies that assist with the administration of the CCDF program and detail tasks to be performed. MOUs are in place between the Department of Health and Social Services and Department of Education; the Department of Services for Children, Youth, and their Families and Department of Education; and the Department of Health and Social Services and Department of Services for Children, Youth, and their Families. Below is excerpts from MOUs to illustrate the type of tasks outlined in our MOUS: 1. The Department of Health and Social Services will: • Provide Child Care and Development Grant funds to DSCYF pursuant to this Agreement for categories of expenditures, which DSCYF will oversee. • Produce the CCDF budget in consultation with DSCYF, and submit documents and amendments to the State Clearinghouse Committee (Clearinghouse). • Budget audit costs from the administrative portion of the Grant and arrange for an audit of grant expenditures. • DHSS will prepare a report on the use of CCDF funds and transmit the report to the federal Department of Health and Human Services. • Assure compliance with appropriate federal regulations. • Assure that all expenditures and budgeted positions are in accordance with Clearinghouse approved plans and budgets. • Ensure that DHSS's work on behalf of young children is consistent with the recommendations of Early Success. 2. The Department of Services for Children, Youth and Their Families will: • Provide DFMS documents and other information necessary to process payments from DHSS to DSCYF. • Provide fiscal information about its portion of the budget by June 1st to support the annual grant application. • Attend Clearinghouse meetings and public hearings as necessary. • Participate in the audit process. DCYF assumes all responsibility for any disallowance or audit exceptions relative to funds paid to DSCYF by DHSS, including restitution. • Submit an expenditure report to DHSS no later than 30 days after the end of each quarter, and a final report reflecting year end adjustments and total expenditures not later than 60 days after the end of the federal fiscal year. • Assure that all expenditures and budgeted positions are in accordance with Clearinghouse approved plans and budgets. • Ensure that DSCYF's work on behalf of young children is consistent with the recommendations of Early Success, particularly in the areas of professional development and program licensure Two examples below illustrate the work of our CCR&R partner and our professional development and QIS partner as written in contracts. Children & Families First Statement of Purpose: To facilitate access to quality, affordable child care statewide, the Vendor will provide resource and referral services to three different types of clients based on the intensity of their needs: 1. General public ￿ families in search of child care; 2. Purchase of Care (POC) clients ￿ eligibility as defined by Delaware’s Child Care Development Fund (CCDF) Plan FY25-FY27; and 3. When appropriate, child care professionals. The Vendor will publicize its resource and referral service, maintain a database of licensed programs and those in the quality improvement system (QIS) to provide referral services as needed, and provide information to families and professionals through the state’s consumer education website MyChildDE. Activity as an Example: 3.1 Provide toll-free telephone assistance to families requesting information about child care programs, quality care, and child development. Timeline: 7/1/2024-6/30/2025 Part of 3.1’s Deliverable as an Example: Collect information from families on their child care needs. Send information about available programs and services to families seeking care. UD - DIEEC - PD Stars DIEEC’s goal is to inform and implement a rigorous continuous quality improvement system to support early care and education programs and professionals in achieving and maintaining Delaware’s identified quality indicators. The quality improvement system offers tiered technical assistance and professional learning opportunities for all Delaware early care and education programs and professionals. First Activity as an Example: 1.1 Implement ongoing effective universal communication strategies with Delaware’s early childhood program & professional audiences in support of ensuring program and professional awareness of available supports, including: ● REACH monthly newsletters ● Website postings ● Social media postings ● What’s Up Wednesday weekly recaps ● Email blasts using DIEEC listserv ● Print resources Timeline: 7/1/2024-6/30/2025 Part of this Activity 1.1’s Deliverable as an Example: A minimum of 50 What’s Up Wednesday weekly recaps targeting licensed family and large family child care programs developed and distributed in both English and Spanish. Monitoring occurs yearly on an ongoing basis. Program Managers on each team manage contractors through weekly or monthly meetings. Monitoring occurs by reading monthly reports and invoices and following up in those meetings. All contractors may be required to submit additional documentation or can be subject to unannounced or announced visits by Program Managers. Specific forms of monitoring activities are outlined in contract deliverables. As a result, contracted partners are monitored monthly through monthly invoice and report monitoring. They are monitored at least once yearly through visits and approval of final deliverables outlined in their Appendix A Scope of Work. Invoices will not be paid if a contractor does not meet contract activity and deliverable requirements within the designated timeline. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The lead agency has Memorandums of Understanding or contracts with partnering agencies that assist with the administration of the CCDF program which details a schedule for completing tasks to be performed. Below is an example of the task completion schedule for the Market Rate Survey Contract: General consultation (Nov 2023) Information Sessions (Nov 2023) Review of surveys (Nov 2023) Final Surveys to DSS (Nov 2023) Survey to interviewers (Nov 2023) Databases obtained, cleaned FCC: (Nov 2023) Center: (Nov 2023) Census frame to interviewers FCC: (Nov 2023) Center: (Nov 2023) Announcement letters sent FCC: (Dec 2023) Center: (Dec 2023) CATI set-up & debugged (Dec 2023)) Training of interviewers (Dec 2023) Interviews Conducted FCC: (Jan 2023) Ctr: (Feb 2023) Data Analyzed FCC: (Mar 2023) Ctr: (Mar 2023) Final Report (March 2023) Timelines of contracts must be within the state fiscal year from July 1st to June 30th of the following year. Timelines of MOUs may be multi-year; the CCDF MOUs are three year MOUs based on the cycle of CCDF funding. Monitoring occurs yearly on an ongoing basis. Program Managers on each team manage contractors through weekly or monthly meetings. Monitoring occurs by reading monthly reports and invoices and following up in those meetings. All contractors may be required to submit additional documentation or can be subject to unannounced or announced visits by Program Managers. Specific forms of monitoring activities are outlined in contract deliverables. As a result, contracted partners are monitored monthly through monthly invoice and report monitoring. They are monitored at least once yearly through visits and approval of final deliverables outlined in their Appendix A Scope of Work. Invoices will not be paid if a contractor does not meet contract activity and deliverable requirements within the designated timeline. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The lead agency has Memorandums of Understanding or contracts with partnering agencies that assist with the administration of the CCDF program which details a line-item budget as it relates to the tasks to be performed. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: Indicators include completion of tasks as described in the statement of work and in the timeframe described [ ] 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. In addition to the required CCDF reporting, agencies involved in the administration of the CCDF program also submit monthly invoices that detail completed tasks and associated expenditures or progress reports upon request. CCDF administering agencies submit Time and Effort reports twice per year detailing hours worked in CCDF administration. 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: