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: The Maryland State Department of Education (MSDE) has partnered and contracted with the local departments of social services to assess whether individuals or families qualify for assistance. The local departments of social services, operating under the oversight of MSDE, are responsible for determining eligibility specifically and solely for temporary cash assistance customers only. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [x] [x] [x] [x] [x] Describe: Maryland families receive information through various channels to help them locate child care. These channels include the Maryland State Department of Education's website, https://maryl andexcels.or g/, which is for providers participating in the State's quality rating and improvement system. Additionally, families are referred to Maryland's resource and referral network contractor, Locate: Child Care https://www. marylandfam CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other ilynetwork.or g/for- parents/locat e-child-care. Finally, the consumer education website, https://maryl andchild.org/ , also serves as a comprehensi ve resource for families to find information in one place. Who issues payments? [x] [ ] [ ] [ ] [x] Describe: The Maryland State Department of Education has contracted with a vendor to manage payments through our Child Care Administrativ e Tracking System (CCATS). MSDE's Comptroller's Office then issues the payments. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other 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: Oversight for child care scholarship authorization and program systems as well as other related child care grants, includes, but is not limited to: Monitoring and Compliance: The process for monitoring the sponsoring agencies includes several key activities to ensure compliance and monitor effectiveness: 1. Monthly monitoring meetings to discuss progress, answer questions, and provide updates on the grant. 2. Annual on-site monitoring visits conducted by MSDE to evaluate their operations and ensure they meet required standards. 3. Regular staff meetings between to discuss ongoing matters and improvements. 4. Property maintenance and inventory reports submitted by the sponsoring agencies to ensure all assets are properly managed. 5. Detailed Quarterly Narrative and Action Plan reports submitted each quarter that outline activities, progress, and upcoming plans. 6. Monthly submission of data on the services provided by the agencies. 7. Any additional reports as requested by MSDE. 8. Record review to ensure accuracy in execution. 9. Service Level Agreement Monitoring to ensure timeliness and accuracy of performance. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: Oversight for child care scholarship authorization and program systems as well as other related child care grants, includes, but is not limited to: All payment schedules are outlined in the agreement signed by all relevant parties. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: Oversight for child care scholarship authorization and program systems as well as other related child care grants, includes, but is not limited to: Before the start of the fiscal year, sponsoring agencies submit their budgets for review and approval by MSDE or the coordinating body designated by MSDE. Throughout the year, agencies submit monthly invoices that include personnel time and effort statements, detailing the time spent in direct support of agreement deliverables. Budget modifications can be submitted as needed on a rolling basis. At the end of each fiscal year, a final review is conducted to assess all data, services performed, and the goals completed. The finance department at MSDE or the coordinating body designated by MSDE conducts fiscal audits and grant risk assessments of sponsoring agencies, with additional reviews conducted as needed, typically based on audit findings. The coordinating entities and sponsoring agencies are required to complete an audit in accordance with the guidelines specified by MSDE. Sponsoring agencies must submit their audit reports to be reviewed by the finance department. In addition, service level agreements are reviewed each month and financial penalties are issued if performance metrics are not met. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: Oversight for child care scholarship authorization and program systems as well as other related child care grants, includes, but is not limited to: Monitoring and Compliance: The process for monitoring the sponsoring agencies includes several key activities to ensure compliance and monitor effectiveness: 1. Monthly monitoring meetings to discuss progress, answer questions, and provide updates on the grant. 2. Annual on-site monitoring visits conducted by MSDE to evaluate their operations and ensure they meet required standards. 3. Regular staff meetings between to discuss ongoing matters and improvements. 4. Property maintenance and inventory reports submitted by the sponsoring agencies to ensure all assets are properly managed. 5. Detailed Quarterly Narrative and Action Plan reports submitted each quarter that outline activities, progress, and upcoming plans. 6. Monthly submission of data on the services provided by the agencies. 7. Any additional reports as requested by MSDE. 8. Record review to ensure accuracy in execution. 9. Service Level Agreement Monitoring to ensure timeliness and accuracy of performance. [ ] 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. Oversight for child care scholarship authorization and program systems as well as other related child care grants, includes, but is not limited to: Selection Process: The Maryland State Department of Education utilizes a Request for Proposal (RFP) process to identify and select sponsoring agencies that will operate child care resource centers. This process is part of the State Coordinating Entity Services for the Maryland Child Care Resource Centers Network grant, which is awarded to the Maryland Family Network. These agencies submit proposals that outline their plans to meet the requirements of a Child Care Resource Center, including all services and criteria specified by the Maryland State Department of Education. Upon selection, these agencies sign a Services Agreement (contract) to provide the proposed services in compliance with all applicable local, state, and federal laws related to service delivery, funds, and budget management. These contracts require the agencies to provide proof of insurance, including workers' compensation, and to sign the same assurances that the Maryland Family Network signs as the State Coordinating Entity. Monitoring and Compliance: The process for monitoring the sponsoring agencies includes several key activities to ensure compliance and monitor effectiveness: 1. Monthly monitoring meetings held with the Maryland Family Network (MFN) and the Maryland State Department of Education (MSDE) to discuss progress, answer questions, and provide updates on the grant. 2. Annual on-site monitoring visits conducted by MSDE to all Child Care Resource Centers and the MFN to evaluate their operations and ensure they meet required standards. 3. Regular staff meetings between MFN and the staff of the Child Care Resource Centers to discuss ongoing matters and improvements. 4. Property maintenance and inventory reports submitted by the sponsoring agencies to ensure all assets are properly managed. 5. Detailed Quarterly Narrative and Action Plan reports submitted each quarter that outline activities, progress, and upcoming plans. 6. Monthly submission of data on the services provided by the agencies. 7. Any additional reports as requested by MSDE or MFN. The monitoring tool used is based on the MSDE tool used to oversee MFN as the State Coordinating Entity. The tool includes the standards set in the RFP for operating a Child Care Resource Center, as well as a review of the agency’s website and social media profiles to ensure that all necessary information is accurately presented. Financial Oversight: Before the start of the fiscal year, sponsoring agencies submit their budgets for review and approval by MFN. Throughout the year, agencies submit monthly invoices that include personnel time and effort statements, detailing the time spent in direct support of Child Care Resource Center services. Budget modifications can be submitted as needed on a rolling basis. At the end of each fiscal year, a final review is conducted to assess all data, services performed, and the goals completed. The finance department at MFN conducts fiscal audits and grant risk assessments of sponsoring agencies, with additional reviews conducted as needed, typically based on audit findings. Both MFN and the sponsoring agencies are required to complete an audit in accordance with the guidelines specified by MSDE. Sponsoring agencies must submit their audit reports to MFN to be reviewed by the finance department. LOCATE: Child Care: Also included in the State Coordinating Entity Services for the Maryland Child Care Resource Centers Network grant that is awarded to MFN is the LOCATE: Child Care database. Monitored by MSDE and through an annual external audit of MFN, the LOCATE: Child Care database contains information on all regulated providers in Maryland, gathered from the providers themselves, MSDE, and LOCATE: Child Care staff. Live assistance is available to families by phone from 8:30- 4:30pm ET, Monday through Friday, excluding holidays. The online search website is available 24/7, with live chat available during business hours. A LOCATE Child Care staff member interviews the parent/caller to identify specific child care needs and uses this information to search the database for providers who match those needs. The parent/caller is given up to six referrals and can call back at any time to receive more. In addition to helping the parent identify child care, the staff member also provides information on selecting quality child care, the Maryland EXCELS program, and other relevant programs and support services based on the parent’s information. When referrals are sent, digital documents are included: LOCATE’s Choosing Child Care Document, a Maryland EXCELS brochure, information about the Child Care Scholarship, and Everyday Ways to Support Your Baby’s and Toddler’s Early Learning. Approximately one to two months later, a follow-up call is made to determine whether the parent found care and to gather information regarding their satisfaction with the service. More referrals are given during the follow-up if requested. Data reports are generated weekly, monthly, and quarterly to evaluate performance and productivity. These reports include the number of calls, number of referrals sent, number of follow-ups, the percentage of follow-ups where parents found care through LOCATE, and the satisfaction rating. Child Care Scholarship Program: MSDE has a contract with a single vendor for the Child Care Scholarship program. The vendor is required to complete a quality assurance review of 25% of cases each month. Throughout the year, the Child Care Scholarship branch conducts random secondary reviews of these cases. They monitor cases to ensure the accuracy of authorizations based on child care scholarship policies and to prevent Improper Authorization of Payments (IAP) that could lead to overpayments or underpayments. Additionally, the Child Care Scholarship branch performs random annual reviews of cases to ensure all entities authorize services according to established policies and procedures. During these annual reviews, error rates approaching 5% indicate a need for additional technical assistance to maintain Maryland’s statewide error rate below 10%. Website and Program Search Tool: Maryland also provides a grant/contract to Johns Hopkins University’s IDEAL Institute to establish and maintain a website with a ￿Find a Program￿ search tool (Find a Program Maryland EXCELS) to help families find programs participating in the Quality Rating and Improvement System (QRIS). Programs receiving child care scholarship reimbursements are required to participate in Maryland EXCELS. The activities related tot his grant/contract are monitored through weekly calls, a review of monthly invoices, and quarterly grant reports. 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: