1.3 Consultation in the Development of the CCDF Plan

The Lead Agency is responsible for developing the CCDF Plan, and consultation with and meaningful input and feedback from a wide range of representatives is critical for CCDF programs to continually adapt to the changing needs of families, child care programs, and the workforce. Consultation involves meeting with or otherwise obtaining input from an appropriate agency in the development of the State or Territory CCDF Plan. As part of the Plan development process, Lead Agencies must consult with the following: (1) Appropriate representatives of general-purpose local government. General purpose local governments are defined by the U.S. Census at https://www2.census.gov/govs/cog/g12_org.pdf. (2) The State Advisory Council (SAC) on Early Childhood Education and Care (pursuant to 642B(b)(I)(A)(i) of the Head Start Act) or similar coordinating body pursuant to 98.14(a)(1)(vii). (3) Tribe(s) or Tribal organization(s) within the State. This consultation should be done in a timely manner and at the option of the Tribe(s) or Tribal organization(s). 1.3.1 Consultation efforts in CCDF Plan development Describe the Lead Agency’s consultation efforts in the development of the CCDF Plan, including how and how often the consultation occurred. a. Describe how the Lead Agency consulted with appropriate representatives of general- purpose local government: The Division of Child Development and Early Education (DCDEE) staff met with the Economic Programs Committee. The committee serves as a liaison with state partners for all matters related to economic service programs to include NC FAST. It is designed to encompass all Economic Service Programs in an effort to streamline the guidelines and policies affecting programs administered by local departments of social services. DCDEE provided information about the CCDF Plan and asked a series of questions designed to inform areas of the CCDF Plan. DCDEE invited EPC to the DCDEE Disaster Plan office hours designed to give persons an opportunity to learn about the DCDEE Disaster Plan and provide input on the 2024 edition. The Economic Programs Committee was also given a draft of the 2025-2027 CCDF Plan to provide input. They were sent a notice of the public hearing. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: Beginning in February 2023, the NC Child Care Commission (CCC) began the process of reviewing NC’s current QRIS requirements, national QRIS frameworks, accreditation standards and QRIS related research in order to modernize NC’s QRIS. The NC Division of Child Development and Early Education is supporting the work of the Commission during this QRIS Modernization Project. Based on the review and statewide feedback, the CCC developed recommendations to submit to the NC legislature to modernize the QRIS which when implemented will inform several content areas of the CCDF Plan including: Promoting family engagement, professional development framework, training and professional development requirements, QRIS improvement, accreditation support and program standards at each tier of the QRIS. DCDEE plans CCDF amendments based on the CCC recommendations. In addition, the CCC was invited to Office Hours reviewing the Division’s Disaster Plan with an opportunity to provide feedback on the Plan. Lastly, the DCDEE provided the Child Care Commission information about the CCDF Plan at a quarterly meeting proposing opportunities for feedback, provided a copy of the draft CCDF Plan and invited the Child Care Commission to provide input on the DCDEE draft of the CCDF Plan. They were also notified of the public hearings where they could again provide feedback and input. Another State Advisory Council DCDEE consulted was the Subsidy Advisory Committee. The Subsidy Advisory Committee was involved in the development of the Market Rate Survey. DCDEE also shared information about the CCDF Plan in a meeting and asked questions in which the responses informed different aspects of the CCDF Plan related to the Subsidized Child Care Assistance Program. They were given a copy of the draft CCDF Plan with an invitation to provide feedback. They were also included on DCDEE Disaster Plan Office hours giving them an opportunity to have input in the development of the 2024 edition of the DCDEE Disaster Plan. Lastly, this committee was also given a copy of the draft CCDF Plan, and shared the notice of the Public hearings. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: DCDEE reached out to the Eastern Band of the Cherokee Indians (EBCI) to consult with them in CCDF Plan development. An overview was provided of the CCDF Plan, then questions were asked informed by 2019 Early Childhood Systems Building Resource Guide: Stakeholder Communications. In this process we discovered that EBCI did not have an interest in dual eligibility for subsidy or for additional funds; however, they were interested in hearing more about the technical assistance the state offers related to supporting families experiencing homelessness. They have a need for business advisors but have contracted with Cansler Collaborative Resources Consulting to provide this service. The company is helping them draft position descriptions, write procedure manuals and handbooks, and provide trainings which help them address mental health issues such as ￿drug babies’, at risk families and suicide. The consulting firm is helping them transition to a larger program to meet community needs. To address behavior management issues, they have contracted with the Crisis Prevention Institute. As DCDEE revises its Disaster Plan, DCDEE invited EBCI to DCDEE Disaster Plan Office Hour, provided EBCI a draft and offered them an opportunity to provide feedback. They also were emailed a copy of the NC CCDF Plan and invited to provide feedback. c. Identify other entities, agencies, or organizations consulted on the development of the CCDF Plan (e.g., representatives from the child care workforce, or statewide afterschool networks) and describe those consultation efforts: The NC CCDF Plan was sent to multiple agencies and early childhood partners for review prior to submission to the NC Department of Health and Human Services and the Office of Child Care. Many of these organizations participated in one of the focus groups held statewide, a year prior, focused on QRIS modernization. A list of agencies consulted with on the CCDF Plan include: Department of Public Instruction, Office of Early Learning; Department of Public Instruction, Office of Exceptional Children (Part B); Division of Child and Family Well-Being (DCFW), Office of Early Intervention(Part C); NC ACCESS (NC Community College Early Childhood Faculty Association: NC Advancing Community College Educational Success and Sustainability); Head Start State Collaboration Office; North Carolina Partnership for Children; NC Child Care Health and Safety Resource Center; early childhood advocates; partners in the Preschool Development Grant; NC Homeless Education Program; NC Child Care Resource and Referral (CCR&R) Council and CCR&R System; DCFW, Community Nutrition Services Section; and NC Center for Afterschool Programs; DCFW. 1.3.2 Public hearing process Lead Agencies must hold at least one public hearing in the State or Territory, with sufficient Statewide or Territory-wide distribution of notice prior to such a hearing to enable the public to comment on the provision of child care services under the CCDF Plan. Describe the Statewide or Territory-wide public hearing process held to provide the public with an opportunity to comment on the provision of child care services under this Plan. i. Date of the public hearing: 5/21/2024; 5/22/2024 Reminder: Must be no earlier than January 1, 2024. If more than one public hearing was held, enter one date (e.g., the date of the first hearing, the most recent hearing date, or any hearing date that demonstrates this requirement). ii. Date of notice of public hearing: 4/19/2024 iii. Was the notice of public hearing posted publicly at least 20 calendar days prior to the date of the public hearing? [x] Yes. [ ] No. If no, describe: iv. Describe how the public was notified about the public hearing, including outreach in other languages, information on interpretation services being available, etc. Include specific website links if used to provide noticeThe public hearing notification was posted on the NC DCDEE website under the What’s New tab as well as on the Child Care Rules, Law and Public Information page under Public Notices. https://ncchildcare.ncdhhs.gov/Whats-New https://ncchildcare.ncdhhs.gov/Services/Child-Care-Rules-Law-and-Public- Information. Once a draft was ready, the public notice and draft were shared in the Raising NC Newsletter which reaches the majority of regulated providers. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: The public hearings were virtual; therefore all geographic regions had the opportunity to participate. vi. Describe how the content of the Plan was made available to the public in advance of the public hearing (e.g., the Plan was made available in other languages, in multiple formats, etc.): The content of the CCDF Plan was made available on the DCDEE website May 8, 2024. Information about the Plan and a link to the draft Plan was shared in the May 13 Raising NC Newsletter. vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: Throughout the three-year CCDF implementation DCDEE receives feedback from early childhood programs and early childhood entities regarding contracted services paid with CCDF monies. Contracted CCDF services are constantly evaluated and revised for quality improvement purposes. For future amendments to the CCDF Plan related to QRIS modernization, the QRIS Sub-Committee identified the need for community outreach efforts to frame the work of the QRIS Modernization Project. A series of open-ended questions were developed and used consistently in a variety of formats to solicit feedback from parents, teachers, administrators, owners, and partners. The questions focused on identifying what works in the current QRIS system, what quality care looks like, how quality care can be provided continually, challenges/barriers, family and community engagement activities and culturally responsive practices. Responses to the community outreach efforts were summarized, analyzed and used to inform the recommendations shared with the Joint Legislative Oversight Committee on Health and Human Services. These recommendations will later be considered during the rulemaking process. Feedback received from public hearings and emailed input is reviewed and given consideration when writing the CCDF Plan. DCDEE continues to review information from the Public Hearings for the 2025-27 CCDF Plan. Responses were changed to select items in the CCDF Plan as a result of this feedback. Future amendments may include changes based on public hearing feedback. 1.3.3 Public availability of final Plan, amendments, and waivers Lead Agencies must make the submitted and approved final Plan, any approved Plan amendments, and any approved requests for temporary waivers publicly available on a website. a. Provide the website link to where the Plan, any Plan amendments, and waivers (if applicable) are available. Note: A Plan amendment is required if the website address where the Plan is posted changes. https://ncchildcare.ncdhhs.gov/Services/Child-Care- Development-Fund-CCDF b. Describe any other strategies that the Lead Agency uses to make submitted and approved CCDF Plan and approved Plan amendments available to the public. Check all that apply and describe the strategies below, including any relevant website links as examples. i. [x] Working with advisory committees. Describe: DCDEE will notify key constituents; particularly consulting groups and groups which provided feedback when the CCDF Plan is approved and posted to the Division’s website. ii. [ ] Working with child care resource and referral agencies. Describe: iii. [ ] Providing translation in other languages. Describe: iv. [ ] Sharing through social media (e.g., Facebook, Instagram, email). Describe: v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: DCDEE will notify key constituents; particularly consulting groups and groups which provided feedback when the CCDF Plan is approved and posted to the Division’s website. vi. [ ] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: vii. [x] Direct communication with the child care workforce. Describe: DCDEE will include a blurb about and link to the approved CCDF Plan in the Raising NC Newsletter which reaches most regulated child care facilities. viii. [x] Other. Describe: The Division of Child Development and Early Education will post the approved CCDF Plan on the Division’s website: https://ncchildcare.ncdhhs.gov/Services/Child-Care-Development-Fund-CCDF 2 Child and Family Eligibility and Enrollment and Continuity of Care Stable and reliable child care arrangements facilitate job stability for parents and healthy development of children. CCDF eligibility and enrollment policies can contribute to these goals. Policies and procedures that create barriers to families accessing CCDF, like inaccessible subsidy applications and onerous reporting requirements, interrupt a parent’s ability to work and may deter eligible families from participating in CCDF. To address these concerns, Lead Agencies must provide children with a minimum of 12 months between eligibility determinations, limit reporting requirements during the 12-month period, and ensure eligibility determination and redetermination processes do not interrupt a parent’s work or school. In this section, Lead Agencies will identify how they define eligible children and families and how the Lead Agency’s eligibility and enrollment policies support access for eligible children and families.