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] [ ] Describe: Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who operates the quality improvement activities? [x] [ ] [ ] [x] [x] Describe: ECECD contracts with the University of New Mexico Early Childhood Services Center to implement quality initiatives activities, including coaching and technical assistance related to the state￿s, Quality Rating and Improvement System (QRIS), and verification of providers’ quality level, and they administer the training and trainer approval system and provide ongoing professional development for child care providers and CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other professionals . ECECD contracts with Quorum, an online professional development platform to offer over 200 hours of courses at no cost to New Mexico’s early childhood workforce. ECECD contracts with Central New Mexico to administer the state’s wage supplement program, scholarship support, the mentor network, and PreK and infant and toddler pay parity initiatives. ECECD contracts with the Women’s Economic Self- CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Sufficiency Team (WESST) to provide business and quality coaching, mini grants, and overall support in improving the supply and quality of child care in the state. ECECD also has a Memorandu m of Understandin g with the New Mexico Finance Authority to provide low interest loans to licensed child care providers to improve the quality and supply of child care in the state. 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: ECECD’s written agreements with other entities and agencies identified in 1.2.2 include a detailed scope of work (SOW) that outlines the purpose, objectives, and activities agreed upon between the ECECD and the agency or entity. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: ECECD’s written agreements with other entities or agencies identified in 1.2.2 include a detailed schedule and timeline for task completion, ensuring clarity and accountability. These SOWs clearly identify important milestones and deadlines that must be met in order to successfully execute the project. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: ECECD’s written agreements with other entities or agencies identified in 1.2.2 include budgets which itemize categorical expenditures in accordance with the CCDF requirements through a process that requires all budgets for agreements and contracts go through ECECD 's Administrative Services Division (ASD) for review and approval. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: ECECD 's written agreements with other entities or agencies identified in 1.2.2 include comprehensive monitoring and auditing procedures, along with indicators to evaluate performance. ECECD conducts regular meetings with representatives from each contracted entity to review task progress and ensure alignment with the SOW. Quarterly reports, detailing task completion and budget expenditures, are mandatory for contracted entities. In case of concerns, ECECD will initiate a performance improvement plan and closely monitor the contractor’s adherence to it. [ ] 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. 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: