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: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [x] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [x] [ ] [ ] Describe: Who operates the quality improvement activities? [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: CCR&R services are provided statewide through a contract with the University of Idaho, which employs staff and/or contracts with other agencies to carry out the scope of work. The scope of work for the CCR&R offices is outlined in a contract and includes: (1) Working directly with families who receive child care assistance to offer the families support and assistance in making an informed decision about child care options to ensure families are enrolling their children in the most appropriate child care setting to suit their needs and that is of high quality as determined by the Department; (2) Collecting data and providing information on the coordination of services and supports including services provided through the Individuals with Disabilities Education Improvement Act (IDEIA) for children with disabilities; (3) Tracking attempts to contact providers for the provider information update process which collects data about a provider's current availability, hours, age groups served, etc. in local areas or regions of the state and submits such information to the Department for a market rate study; (4) Engaging in services to increase the supply and quality of child care services in the state; (5) As appropriate, coordinating their activities with the activities of the lead agency and/or local agencies that administer Child Care and Development Funds (CCDF); and (6) Training providers to prepare disaster preparedness and response plans. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: Full implementation of the scope of work and responsibilities detailed within contracts held between IDHW and its contracted partners includes unique and specific timelines associated to each task or report. A variety of reports analyzed monthly, biannually, and annually evaluate the maintenance of ongoing tasks and compliance with assigned projects and initiatives. In addition, program monitoring visits are conducted at least twice per year to ensure contracted partners continue to meet the contract expectations. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: In the Cost/Billing Procedures section of the contract, it outlines the annual budget and itemizes the expenditures allowed. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The Lead Agency monitors administrative implementation and responsibilities of the contract with University of Idaho through the Division of Welfare’s Contracts and External Resource Management (CERM) team. CERM evaluates and ensures that the standards, techniques, and criteria identified in the scope of work are consistent and timely. Additionally, they ensure billing invoices are accurate and include backup documentation. [ ] 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. The administrative and implementation responsibilities of our contracted partners are routinely monitored by our contract monitoring team (CERM). After reviewing the contract with IDHW program staff the CERM team develops contract monitoring tools used to document and calculate compliance, assess performance, and measure outcomes. Additionally, required monthly invoices are evaluated prior to approval for compliance with contract requirements and spending allocations. Financial audits are conducted based on state and federal requirements. 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: