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: 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] Describe: Child Care Aware of New Hampshire, New Hampshire Children's Trust, New Hampshire, Family Resource Centers and Scholarship Enrolled Child Care Programs. New Hampshire launched marketing materials for partners to use to encourage enrollment in the Scholarship program. 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] [ ] [ ] [ ] [ ] 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: For tasks to be performed outside of the Lead Agency, there is a written contract in place identifying the detailed scope of work to be performed. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The schedule for completing tasks is included in each contract documenting the timeline in which the tasks will be required to be performed. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The budget is included in the written contract outlining how the funds will be used and tracked by categorical expenditures. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: There are performance measures included in each of the written contracts that are monitored on a prescribed schedule as outlined in the written contract. [ ] 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. For external agencies and/or companies, DHHS enters into contractual agreements and/or Memoranda of Agreement that specify the terms of the relationship, including the administration, implementation, accountabilities, monitoring, and evaluation of CCDF responsibilities. Contract development, supervision and monitoring are generally the same for all organizations, although each is tailored to its activities and accountabilities. These contracts are developed by the BCDHSC, operating as the content experts, and then submitted to the DHHS Contracts and Procurement Unit for review to ensure legality, clarity, continuity, and enforceability. Contracts are approved by the DHHS Commissioner, the Governor and Council, the State Attorney General, and the contractor. Oversight for each contract is assigned to a BCDHSC staff member (known as the contract lead), who receives, reviews, and approves invoices and reports/deliverables/ products, which are submitted on a timeline specified in the approved contract. On an ongoing basis, expenditures are compared to line-item amounts in the approved budget with the contract lead reaching out to the contractor to discuss/rectify any issues that arise. Reports of progress are also reviewed, relative to the accountabilities and timelines in the approved contract. Underperforming contracts are flagged and the contract lead works with the contractor on the issues (e.g., by exploring opportunities to improve progress or by reducing the contract amount). The contract lead reports both formally as the contract defines, and informally, as needed, during BCDHSC meetings, on the contract status, performances measures, etc. Further, the CCDF Bureau Chief is kept apprised of the status of each contract through multiple channels, including monthly budget reports, progress updates, and stakeholder feedback. Activities being performed by other agencies and contractors are included in both internal and external audit activities as appropriate. This includes audits strictly being done within DHHS and those such as financial audits being done within other agencies and through contractor's organizations. 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: