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:

All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.)

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: Contracted Site Administered child care providers determine eligibility for families using their care. Who assists parents in locating child care (consumer education)? [ ] Describe: Who issues payments? [ ] Describe: Who monitors licensed providers? [x] Describe: Illinois Dept of Children and Family Services issues child care licenses and conducts monitoring for licensed providers. The Lead Agency works in collaboration with the Illinois Department of Children and Family Services (IDCFS) to ensure the health and safety in child care programs and meets on an ongoing basis and ascertain that IDCFS's licensing regulations/standards follow the CCDF regulations. IDCFS sets rules and standards for child care licensing, monitors licensed providers and ensures their compliance with health and safety standards, and is also contracted by the lead agency to coordinate all provider background checks, including those for providers that are exempt from licensing. Who monitors license-exempt providers? [ ] 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.

Yes. If yes, describe: This is included in the Intergovernmental Agreement (IGA) between the lead agency and the Illinois Department of Children and Family Services (IDCFS) established to conduct background checks.

No. If no, describe:

b. Schedule for completing tasks.

Yes. If yes, describe:

No. If no, describe: This is not included in the Intergovernmental Agreement (IGA) between the lead agency and the Illinois Department of Children and Family Services (IDCFS) established to conduct background checks. It will be added when the IGA is renewed in 2026.

c. Budget which itemizes categorical expenditures in accordance with CCDF requirements.

Yes. If yes, describe: This is included in the Intergovernmental Agreement (IGA) between the lead agency and the Illinois Department of Children and Family Services (IDCFS) established to conduct background checks.

No. If no, describe:

d. Indicators or measures to assess performance of those agencies.

Yes. If yes, describe:

No. If no, describe: This is not included in the Intergovernmental Agreement (IGA) between the lead agency and the Illinois Department of Children and Family Services (IDCFS) established to conduct background checks. It will be added when the IGA is renewed in 2026.

e. In addition to the written agreements identified above, describe any other monitoring and auditing processes used to oversee CCDF administration.

The Child Care Resource & Referral 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. 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. In addition, 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. 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) is also contracted by the lead agency to provide CCAP eligibility determination and case managements for families that utilize one of nearly 200 delegate licensed child care centers located throughout the city. Monitoring is conducted on all these contractors through on-site 13 | P a g e FFY 2025-2027 CCDF State Plan 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. Budgets are submitted and reviewed according to GATA guidelines for all contracted agencies. Contractors are given a draft report of findings as well as corrective actions to address negative findings. The Illinois Department of Children and Family Services is contracted to provide background checks for licensed exempt child care providers. This Agreement delineates the respective roles, responsibilities and resources associated with conducting child abuse, sex offender and criminal history checks of child care providers who are not required to be licensed under the Child Care Act of 1969 and who wish to participate in the IDHS Child Care Assistance Program (CCAP.) As part of the Checks, IDCFS receives Criminal History Record Information (CHRI) from the Illinois State Police (ISP), which is passed on to IDHS to assist in making a determination of eligibility

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.

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?

Yes.

No. If no, describe: