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] [x] Describe: Contracted Site Administered child care providers determine eligibility for families using their care. The City of Chicago holds one of these Site Administered contracts and sub-contracts with 20 child care centers and home networks located in Chicago for CCAP services. Who assists parents in locating child care (consumer education)? [ ] [ ] [ ] [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] [ ] [ ] [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 Child Care Resource & Referral (CCR&R) Agencies are contracted to provide the following services: 1) Administration of the Child Care Assistance Program (CCAP) including but not limited to eligibility determination (initial and redeterminations), updates due to reported case or provider changes, pre-payment entry, and communication with clients and providers in their Service Delivery Areas(SDAs); 2) Assemble and maintain a child care provider database; 3) Provide consumer education and child care referrals to parents/guardians; 4) provide training and technical assistance to child care providers; 5) conduct recruitment and retention activities for child care providers and 6) data collection and analysis on child care supply and demand. The contract includes deliverables, performance standards and performance measures. There are contracts with licensed child care centers located throughout the state known as Site Administered Child Care Providers (Sites) who also perform CCAP eligibility determinations and case management for families attending their centers. The City of Chicago Department of Family Support Services (FSS) hold one of those Site contracts and sub-contracts with 20 child care centers and home networks in Chicago to provide CCAP eligibility determination and case management. Sites are contracted to provide the following services: Complete all orientation, annual or ongoing CCAP required child health, safety, and development training requirements in a timely fashion. Please note, for the CCAP Program, all directors and teachers at the centers MUST be registered in the Gateways to Opportunity Registry. Provide child care services at daily/weekly times that are consistent with the parental/child need. Recruit CCAP eligible families and children to their child care service. Determine and redetermine client CCAP eligibility. Charge IDEC (the Department) up to the maximum daily rate based on geographic area the provider is in and age of child served. Provide services that are developmentally appropriate, culturally sensitive, linguistically appropriate, and consistent with individual child needs. Seek parents' involvement in decisions affecting their children's care. Starting July 1, 2026, maintain licensed status with the Department of Early Childhood (IDEC), meeting license standards during the entire contract period. Refer parents to community agencies, as needed or as requested on the CCAP application/redetermination. These would include, but are not limited to, mental health agencies, health and medical agencies, social service agencies, local school districts, homeless service providers and early intervention agencies, e.g., Child and Family Connections (CFCs), local homeless shelters, IDHS FCRC office, etc. Site contracts with Home Child Care Networks (HCCN) are required to provide at least these additional services to the licensed home providers in their network: Training and Professional Development aligned with licensing standards and ExceleRate Illinois (QRIS). Professional development aligned with credential/degree programs. Monthly home visits to affiliated child care providers for support and resources. On-site coaching based on professional goals and quality standards. Facilitate access to comprehensive services ￿ health, early intervention, home visiting, etc. for children and families. Support for continuous quality improvement: formal assessment tools, licensure pursuit, accreditation (fees), course scholarships (fees) for CDA, AA, BA pursuit. Peer networking opportunities. Warm line for providers’ questions and support, especially those requiring immediate attention. Training on business practices. Promote collaboration with Early Head Start/Head Start and Pre-K programs. Facilitate access to the Child and Adult Care Food Program (CACFP) [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: CCR&Rs and Sites are required to complete functions within certain timeframes per contract. Requirements vary depending on the activity to be completed. Sites and CCR&Rs must enter all CCAP application and redetermination information into the lead agency’s Child Care management System (CCMS) within 10 working days from receipt, and must issue an eligibility approval or denial within 30 working days. Training completion, community based participation, and referrals to parents have varied timeframes for completion. All activity must be entered in the Data Tracking Program by the CCR&R no later than 10 business days after the end of the quarter. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The CCR&Rs are required to submit an annual budget and program plan; quarterly program and fiscal reports; monthly expenditure reports and are monitored by the Lead Agency once every three years. Site budgets are submitted and reviewed according to GATA guidelines for all contracted agencies. Grantees of the Lead Agency receive Fiscal Administrative Reviews. These are conducted to review fiscal and administrative policies, procedures, and records of the grantees that receive funds from the Lead Agency. Included in the Fiscal Administrative Reviews are management oversight, control areas, as well as certain provisions of the Uniform Grant Agreement and the 2 CFR 200 related regulations." [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The Lead Agency reviews quarterly program data to ensure deliverables are being met. Grantees of the Lead Agency receive Fiscal Administrative Reviews. These are conducted to review fiscal and administrative policies, procedures, and records of the grantees that receive funds from the Lead Agency. Included in the Fiscal Administrative Reviews are management oversight, control areas, as well as certain provisions of the Uniform Grant Agreement and the 2 CFR 200 related regulations. Monitoring is conducted on all Site contractors through on-site visits and through the on-going quarterly reports mentioned above. Visits include entry and exit interviews with the contractor's management and a review of a statically significant sampling of CCAP cases to determine case action accuracy as well as other contract required activities [ ] 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. N/A 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: