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: Government officials have the opportunity to review Oklahoma's State Plan Draft by providing input during the State Plan process by responding to the posted plan draft and by attending the virtual state plan hearing. The State Plan Hearing follows the State of Oklahoma, Open Meeting Requirements for notification, opportunity to submit input. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: The Director of Human Services is a participating board member with the Oklahoma Partnership for School Readiness (OPSR). OPSR was provided a copy of Oklahoma State Plan draft and given opportunities to respond to content of the plan with suggestions, edits, or additions. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: The Lead Agency meets with the Oklahoma Tribal Child Care Association (OTCCA) quarterly. During this meetings information is exchanged included program updates and system changes. The Oklahoma State Plan draft was shared with the OTCCA with input encouraged. 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 Lead Agency meets quarterly with partner organizations, Oklahoma Child Care Resource and Referral (OCCRRA), Oklahoma State Regents for Higher Education (OSRE), the University of Oklahoma Center for Early Childhood Professional Development (CECPD), Oklahoma Career Technology, and Oklahoma Partnership on School Readiness (OPSR) on Lead Agency activities and initiatives. These organizations receive notification of the state plan, access to draft responses and were invited to provide feedback. Parents and Child Care Providers were involved in the development of the CCDF Plan by responding to the State Plan Surveys. The Child Care Advisory Committee for Child Care Services meets quarterly and is the official review/advisory committee for Child Care Services. Members serving on the Child Care Advisory Committee represent Child Care Centers, Family Child Care Homes, Residential and Child Placing Agencies, State Fire Marshal's Office, State Department of Education, State Department of Health, State Department of Mental Health, Career Technology, Child Care Centers, Early Childhood Professional Organizations, Youth Shelters, School-age Programs, private citizens, Oklahoma State Bureau of Investigation, Oklahoma Tribal Child Care Association, Office of Juvenile Affairs, Part-day Programs, Residential Treatment facilities, Head Start Association, and the Commission on Children and Youth. This committee was offered opportunities to provide information on the Parent and Provider surveys and the state plan. 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: 6/19/2024 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: 5/29/2024 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 noticeInformation related to the Oklahoma State Plan draft was posted on the Oklahoma Secretary of State website, and the Lead Agency’s website. Requests can be made to translate any document into another language. Draft State Plan was also share with the Oklahoma Child Care Resource and Referral, Hispanic Coordinator. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: The Lead Agency feels that by offering the Public Hearing in a virtual format allows for greater participation of all individuals throughout all regions of the state. 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.): Information related to the Draft Oklahoma State Plan was shared with multiple partners with a request for them to share the draft as well. The draft was also shared with Oklahoma Tribal Child Care Association members. Requests were made that the draft be shares with their collaborative partners, parents and public. The draft plan was sent to all licensed programs with input encouraged and requests to share with parents and guardians of children in care. Placement on the website made the draft plan available to anyone who may look at the Lead Agency website. vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: All information received for the Draft Oklahoma State Plan was discussed with the Oklahoma Child Care Services Division Director and management staff. Responses were made to comments received regarding the draft plan details. Recommendations and suggestions were considered for any additional changes that were not limited by available funding. 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://oklahoma.gov/okdhs/services/child-care- services/laws-rules-standards/ccfd.html 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: Information and updates related to the state plan are shared during Child Care Advisory quarterly meetings. Public comment is allowed during these meetings as well as updates from the standing sub-committees representing licensed programs throughout the state. Notification of the link to the state plan draft as well as the parent/provider survey results are provided to all committee members and an inclusive listserv for interested parties. ii. [x] Working with child care resource and referral agencies. Describe: State plan information is shared with OCCRRA Executive Director who is encouraged to share with regional resource and referral agencies. Links are provided for posting on public platforms and social media outlets. iii. [x] Providing translation in other languages. Describe: The Lead Agency has an agency contract for translation services. This allows for information to be available in all languages. An individual would make a request through the Lead Agency for use of this service with official documents. Spanish is the second predominate language within the state as 7.4% of the population speaks this language. Most families have dual language individuals. iv. [x] Sharing through social media (e.g., Facebook, Instagram, email). Describe: The Lead Agency has an Office of Communications which all public information must process through. The State Plan and public hearing information is made available through social media outlets, public website, and agency listserv. v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: The Lead Agency shares information through a multitude of outlets. These include: public announcements through the external website, social media outlets, partner agencies, early childhood organizations, and governmental entities. vi. [x] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: State plan information is shared through workgroups and task force participation including members of public education. vii. [x] Direct communication with the child care workforce. Describe: Direct communication with the child care workforce. Describe: Information is shared through quarterly Child Care Advisory meetings, monthly newsletters sent out to child care programs, and listserv. viii. [ ] Other. Describe: 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.