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: Invitations were sent to city officials in major cities within the state to participate in a consultation webinar held on January 18, 2024. Cities included in this invitation were Sioux Falls, Rapid City, Spearfish, Aberdeen, Huron, Watertown, Brookings, Mitchell, Yankton, Vermillion and Pierre. The State presented information on the 2025-2027 SD CCDF State Plan and solicited feedback. Local government representatives suggested the State provide them with dispensable information about the Child Care Assistance program in order to educate the child care providers on the benefits of this program should they choose to become state registered. Also requested was additional resource information to assist in promoting unregulated providers on the benefits of becoming registered. Other counties and cities are consulted throughout the year concerning city or county ordinance issues that impact child care providers. In 2022, the State held a series of open listening sessions that included representatives from local governments in order to solicit input on new initiatives being implemented by the child care programs and to inform decision making regarding APRA spending. Input from these ongoing communications was used in development of the this State Plan. Follow-up surveys were sent to all city officials listed within the major cities to solicit feedback on what individual cities are doing to support accessibility and availability of child care; ways the State can support their individual work; State support awareness of the Child Care Assistance program as well as training and quality needs; and local regulation regarding child care and general support. Unfortunately, there were no responses to this survey to further assist the State at this time. Other means to consult will be evaluated during this plan period. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: The Child and Family Services Interagency Workgroup is South Dakota’s state advisory council. This collaborative workgroup serves several state agencies needs and, in some cases, will mandate for a forum of internal and external partners to share strategies and resources around children and families. This group consists of all major entities in state government involved with young children including State Child Care staff. The following entities are part of the workgroup: DSS (Behavioral Health, Child Protection Services, Medical Services (Medicaid), Economic Assistance, and Child Care); Department of Education (Head Start Collaboration Office, Birth To Three Program); Department of Health (Community Health Services, Child and Family Services, Maternal Child and Health, and WIC); and Department of Human Services (Developmental Disabilities) and Department of Tribal Relations. Consultation occurs on an ongoing basis. The workgroup meets quarterly, and input is solicited and used in the development of the SD CCDF State Plan. Agenda and meeting minutes are documented and retained. The Child and Family Services Interagency Workgroup has been informed of the requirements and the proposed SD CCDF State Plan. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: South Dakota tribes were invited to participate in a meeting on January 31, 2024, to provide input on the SD CCDF State Plan and in what manner the state and tribes can share activities and resources. Tribal CCDF administrators from each South Dakota Tribe were provided with an overview of the State CCDF State Plan including updates from Subsidy, Licensing and Quality areas. Topics included an overview of the highlighted accomplishments from the previous state plan within subsidy, licensing and quality and future focus areas for the upcoming plan. This overview included prioritizing a new management information system for subsidy, licensing, and quality to benefit both child care staff, providers and public constituents; changes being considered by subsidy; licensing background check process transitions; and updates on the QRIS pilot project and other quality initiatives. Staff reached out to follow up with Tribal CCDF administrators after the meeting and offered one on one calls to answer questions that may have developed after the initial presentation was provided. Tribes that participated included Oglala Sioux, Rosebud Sioux, Cheyenne River Sioux, Lower Brule Sioux, Crow Creek Sioux, Standing Rock Sioux, Flandreau Santee Sioux, and Yankton Sioux. 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: CCS and the Office of Licensing and Accreditation (OLA) has open communication with and solicit ongoing feedback from South Dakota child care organizations: SD Association for the Education of Young Children (AEYC), Early Learner SD, Family Child Care Professionals of South Dakota (FCCPSD), SD Directors Association of Child Care Directors (SDACCD), Siouxland Directors Association, the South Dakota After School Network (SDAN) and South Dakota School-Age Care Alliance (SoDakSACA) informs CCS and CCL program decision-making. Formal consultation occurs annually at minimum and via in-person or virtual meetings. Informal means of consultation often occur via email or phone as desired. 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: 5/21/2024 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: 4/30/2024 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 hearing notice was published on the DSS website which allows for translation into any language using the translate function, and direct links to the top 15 languages in SD at, https://dss.sd.gov/keyresources/hearings.aspx. Information regarding the public hearing was also shared in four major newspapers and via email with all providers, tribes, city government officials and statewide advocacy partners. The notification published included instruction on how to acquire special arrangements for any special needs allowing all constituents the opportunity to attend the public healing in a way that was appropriate for their individual needs. This also allowed time for any needed interpretation services to be put in place prior to the public hearing taking place. Along with verbal interpreters, DSS does also have interpretation services available for all written documentation put forth by the department upon public request. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: https://dss.sd.gov/keyresources/hearings.aspx. Information regarding the public hearing was shared in four major newspapers and via email with all providers, tribes, city government officials and statewide advocacy partners. Notification was a statewide effort to include all geographic 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.): The State Plan was made available on the SD Department of Social Services website on April 30, 2024, 20 days prior to the public hearing. Information regarding the public hearing was shared in four major newspapers and via email with all providers, tribes, city government officials and statewide advocacy partners. vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: There were no public comments received in response to the public hearing and review of the State Plan. General clarifying questions received during the hearing were addressed at that time and did not impact plan responses. As a result, no changes were made to the Plan following the public hearing. 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. http://dss.sd.gov/childcare/stateplan/default.aspx 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. [ ] Working with advisory committees. Describe: ii. [ ] Working with child care resource and referral agencies. Describe: iii. [ ] Providing translation in other languages. Describe: iv. [x] Sharing through social media (e.g., Facebook, Instagram, email). Describe: The link to the Plan or copies of the Plan are shared via email upon request. v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: Email notice is provided when the Plan is approved and posted, informing child care programs, related associations, and advocacy groups of the location where the Plan and any amendments or updates are found. vi. [ ] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: vii. [ ] Direct communication with the child care workforce. Describe: 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.