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 State of Rhode Island convenes a Permanent Legislative Commission on Child Care (PLCC), a joint committee of the Rhode Island Legislature which supports recommendations on funding and policy initiatives that require action by the legislature and/or the Governor’s Office. Rhode Island’s CCDF Administrator is part of the PLCC and consistently provides updates at monthly meetings that specifically outline Lead Agency tasks that align with the work in the state plan. This commission is inclusive of city and state representatives, advocates and members of local government as well as state agency leaders. The state plan is specifically the work that the Lead Agency is doing with CCDBG funds in child care, and that work is highlighted monthly as part of agency updates at the meetings. In addition, per CCDF plan development requirements, notification of a public hearing was shared with the members of the commission on May 14th, and an outline of this plan was shared with the members as well. We will also be working on consulting with the RI League of Cities and towns to gather perspectives from local government about the availability and quality of child care on a more consistent basis. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: Rhode Island has an Early Learning Council that was formed in 2010 according to guidelines for State Early Care and Education Advisory Councils outlined in federal law. Council members are appointed by the Governor and include key leaders representing all sectors of the early learning and development field serving children from birth through third grade. The Early Learning Council meets quarterly, and the agenda for the March 27, 2024 meeting was around two main topics of discussion. The first topic was a discussion around input on the CCDF plan, and the second topic was an update on the implementation of new rules for the CCDF plan. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: The lead agency has engagement with two tribal organizations that are part of the State, the Narragansett and Aquinnah. The Narraganset tribe currently operates a center child care program in the state. This tribe is currently in a transitional period regarding a change to leadership who previously engaged and collaborated with the Lead Agency. The state is in regular communication with the tribe to determine the best point of contact moving forward to ensure that they can continue to be a part of these conversations. The Aquinnah are based in Massachusetts but do have children that attend child care in Rhode Island. The state has contacted this tribe via email as recently as 5/10 to begin conversations about further collaboration and to invite members to be part of a family advisory committee specific to CCAP benefits and child care programs in general. Representatives from the Narragansett tribe will also be invited to be a part of this board. Additionally, state plans and regulatory changes are sent to the contacts for both tribes during any revision. The state aims to improve communication with both tribal organizations over the course of this state plan. We have not heard back from tribes during this time, but will continue outreach. 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 CCDF plan was posted for public comment and an email was provided to every provider regarding how to access the draft plan, as well as how to provide feedback and comments. This email was also circulated through the RISES workforce registry system to the entire workforce so they were directly able to provide feedback. It was circulated through all state agencies, as well as any public open meetings that happened during the public comment period time. 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: 6/3/2024 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: 5/14/2024 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 comment period of the state plan was sent out via email in both English and Spanish to all providers, the workforce, lead agency contracted vendors and various advocacy groups. The information regarding the public comment period was posted on https://dhs.ri.gov/regulations/proposed-rules-regulations-hearings. During the public comment hearing the Lead Agency ensures that a Spanish speaking interpreter is on site to translate in real time. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: Rhode Island is a small state, and the Department of Human Services office is centrally located in Cranston, RI. We had a public hearing at the DHS office and allowed public comment to be submitted anytime during the public comment period via email or mail. 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 plan was made available in both English and Spanish on the website: https://dhs.ri.gov/regulations/proposed-rules-regulations- hearings vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: The lead agency provided ample time at the end of public comment period to ensure that all comments were addressed in some format and responded to individually, to ensure all comments were read and considered. Information from all of the public comments that were provided were specifically addressed within the plan where applicable. and additional comments that were around other things we can do in the future were responded to individually. Rhode Island did make line edits to the state plan based on the feedback of the public comment process as there was information that rightfully should have been included or added in our plan responses. 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://dhs.ri.gov/regulations/state-plans 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: When we complete the plan or any changes to the plan, we provide the information to the Early Learning Council during quarterly updates. ii. [x] Working with child care resource and referral agencies. Describe: Our child care resource and referral agency is on our list serve and receives all communication that is sent to the provider community and/or workforce, including when there is a change in the plan. iii. [x] Providing translation in other languages. Describe: Beginning with this state plan, we will have all amendments and the state plan translated into Spanish as well as English. iv. [x] Sharing through social media (e.g., Facebook, Instagram, email). Describe: The lead agency sends out emails to the provider community and the workforce when there are changes to the state plan. These emails speak to where the information can be found and highlight the specific changes that are taking place. v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: The lead agency sends out emails to the provider community and the workforce when there are changes to the state plan. These emails speak to where the information can be found, also highlight the specific changes that are taking place. 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: Our RISES workforce registry allows for direct notifications to go out to all registry participants. 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.