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: Who assists parents in locating child care (consumer education)? [x] [x] [x] [x] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other 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: The Lead Agency funds the South Carolina Inclusion Collaborative (SCIC) to provide professional development (i.e., training, coaching, and consultation) to child care providers to implement teaching practices that promote the inclusion of children with disabilities in their programs. As well as support through Behavior Specialists to assist providers with children with challenging behaviors. Additionally, the South Carolina CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Program for Infant and Toddler Care (SC PITC) has a long- standing contractor with the Lead Agency to improve the quality of care for infants and toddlers. Core services in coaching, mentoring, and training are provided statewide by a network of skilled PITC Specialists with certification from the WestEd Program for Infant/Toddl er Care (PITC). 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: Tasks to be performed are identified in the Scope of Work and Deliverables section of contracts, grants, or MOA. Tasks and service activities must directly relate to the scope of work and deliverables as described. Examples of tasks and service activities include development and/or enhancement of web-based data management systems that facilitate efficiency with information collection and documentation, provision of technical assistance and training designed to enhance child care provider’s knowledge and skills in the appropriate care for children of various ages/abilities, business management practices, creation of external environments designed to foster learning and healthy development, and training on life saving skills in the event of a medical emergency in a child care program. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The Scope of Work and Deliverables identify all relevant schedules for the contractor or grantee. Generally the schedule for contracts and grants is one year with the option to renew for a specified term. Depending on the tasks to be accomplished, specific timelines may be included to help monitor the progression of work. MOAs may have a defined term or may continue until terminated one or both parties. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The Lead Agency requires a line-item budget for contracts and grants. Once the contract is executed, changes of more than 15% of a category require a Change Order. Changes less than 15% can receive written approval from the Lead Agency contract manager. Grants require in-kind or cash match. The Lead Agency contract manager review invoices for compliance to the executed budget for approval. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: Performance measures are predominantly quantitative. The Lead Agency will explore the use of performance measures that measure impact and sustainability. [ ] 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 has regular meetings with the contractors for updates on the progress of the agreements. The Lead Agency holds annual renewal meetings with contractors and grantees. Quarterly or semi-annual reporting is done by the contractor when applicable. 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: