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 CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who conducts eligibility determinations? [ ] [x] [x] [x] [x] Describe: The Oregon Department of Human Services (ODHS), which is the TANF agency, is responsible for eligibility determinatio ns for Employment Related Day Care (ERDC), Oregon's primary CCDF-funded child care assistance program. Eligibility for Head Start and Early Head Start Partnership contracted slots are also conducted through ODHS. Contracted school districts determine eligibility for the Teen Parent Program. Child Care CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Resource & Referral agencies approve ERDC-eligible families for the Baby Promise program and provide additional support through CCDF quality dollars to contracted providers to increase supply and quality for infant and toddler care. 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] Describe: The Lead Agency contracts with 211info, a community services referral organization, to support families in locating child care. 211info also provides other valuable referrals to families such as housing assistance, food assistance, and medical care. Who issues payments? [x] [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] [x] Describe: Portland State University/Or egon Center for Career Development in Childhood Care and Education administers the career lattice and the Oregon Registry. Western Oregon University and The Research Institute provides central coordination of CCR&Rs, Oregon’s Spark (Quality Recognition and Improvement System) administratio n and administers incentives and reimburseme nts for basic health and safety classes CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other for child care providers. The Lead Agency also has a team which assesses children with disabilities within their child care setting to authorize an additional high needs subsidy add- on rate to care. The high needs rate is in addition to the special needs rate. They also provide training, technical assistance, and support to communities for serving children with special needs or disabilities. 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: The Lead Agency holds an interagency governmental agreement with the Oregon Department of Human Services to conduct eligibility determinations for the Employment Related Day Care program, Oregon’s primary CCDF-funded subsidy program. Eligibility for Head Start and Early Head Start Partnership contracted slots are also conducted through ODHS. Subsidy payments for all CCDF subsidy programs are currently made through an interagency agreement with ODHS, however this will change in the future with the development of a new Provider Management Platform within the Lead Agency. In addition, the interagency agreement demonstrates that ODHS staff conduct error rate reviews for improper payment, collection of overpayments, and administration/facilitation of hearings. The Lead Agency monitors implementation of eligibility determination and program integrity activities through a written interagency agreement with the Oregon Department of Human Services. Performance is assessed by measuring completion of key activities to reach goals and deliverables. The key activities and deliverables are based on CCDF requirements and include activities such as: staff training to improve understanding of the significance of early learning; increasing referrals to other supports such as developmental screening; improving access to foster children and homeless families; and activities to reduce the error rate. The interagency agreement between the Lead Agency and Oregon Department of Human Services provides CCDF federal funds for direct services to families (ERDC subsidy payments). The agreement between parties’ details goals based on the CCDF State Plan, deliverables, targets, and dates. The Secretary of State performs independent audits once every three years on Child Care and Development Fund expenditures, testing eligibility determination, and other federally required audit procedures. A sample of cases are selected based on criteria laid out by the auditor during the entrance conference. The Lead Agency is piloting a new contracted care child care program, Baby Promise, to build the supply of high-quality care for infants and toddlers through child care assistance contracts. For Baby Promise, the Lead Agency contracts with three CCR&Rs, who then contract with and make payments to the providers for the cost of providing quality child care to infants and toddlers in underserved regions and populations. For Baby Promise, grant agreements and the Baby Promise Operations Manual capture requirements and deliverables. Monitoring of Baby Promise is built into the contract agreements with the CCR&R pilot sites. The grants agreements between Lead Agency and the Baby Promise partners provide CCDF federal funds for direct services to families as well as quality activities. In addition to the two programs listed above, the Lead Agency monitors administration and implementation through written agreements which detail the minimum elements required, with the following entities: Portland State University/Oregon Center for Career Development in Childhood Care and Education administers the career lattice and the Oregon Registry. Western Oregon University and The Research Institute provides central coordination of CCR&Rs, Oregon’s Spark (Quality Recognition and Improvement System) administration and administers incentives and reimbursements for basic health and safety classes for child care providers. Inclusive Partners, which is part of the Lead Agency, assesses children with disabilities within their child care setting to authorize an additional high needs subsidy add-on rate to care. The high needs rate is in addition to the special needs rate. Inclusive Partners also provides training, technical assistance, and support to communities around inclusive practices for serving children with special needs or disabilities. The Lead Agency contracts with 211info, a community services referral organization, to support families in locating child care. 211info also provides other valuable referrals to families such as housing assistance, food assistance, and medical care. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The interagency agreement held between the Lead Agency and contracted entities outline the required deadlines and timeframes for the above listed elements for which contracted entities are responsible to complete. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The interagency agreements held between the Lead Agency and contracted entities outline the allocated CCDF dollars for the above listed elements for which contracted entities are responsible to complete. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The interagency agreements held between the Lead Agency and contracted entities outline the indicators and key performance measures for the above listed elements for which the contracted entities are responsible to complete. [ ] 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. The Lead Agency meets on a regular basis with contracted entities to review the above listed elements of contract agreements and CCDF administration. • IAA activities with ODHS are monitored via bi-weekly meetings between ODHS and DELC leadership. • Baby Promise contractors are communicated with on a monthly basis, more as needed. • Teen Parent Contracts and Head Start/Early Head Start contracted slots we will begin having contracts that are 2 year rather than annual - so last through the biennium. o Head Start/Early Head Start contracted slot contractors are met with every 3 months. o Teen Parent Contractors are met with annually at a minimum, and more as needed. 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: