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. [ ] All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.) b. [x] 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: [x] 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: [x] 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: [x] State or Territory. [x] 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: [x] 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). [x] Other. Identify the entity and describe the policies the entity can set: Texas does not monitor license-exempt providers. Listed family homes providing relative care only and Department of Defense (DoD) regulated providers are the only license-exempt providers eligible for CCDF in Texas. vi. Quality improvement activities, including QIS, are set by the: [x] State or Territory. [x] 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: 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] [ ] [ ] Describe: Who issues payments? [ ] [ ] [x] [ ] [ ] Describe: Who monitors licensed providers? [ ] [x] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [ ] [ ] [ ] [ ] [x] Describe: Texas does not monitor license- exempt providers. Listed family homes providing relative care only and DOD- regulated providers are the only license- exempt providers eligible for CCDF in Texas. Who operates the quality improvement activities? [x] [ ] [x] [ ] [ ] Describe: 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 Workforce Board Grants department in TWC’s Workforce Development Division is responsible for contract oversight for all Board-allocated funds, including child care. The CC&EL Division works with the Workforce Development Division to develop and manage contracts for CCDF funds administered by the 28 Boards and clearly define the tasks to be performed for each contract type. Allowable activities are aligned with CCS rules. CC&EL and Workforce Board Grants meet regularly to discuss any issues related to Board performance or spending to ensure Boards remain on budget and on track to meet target for the average number of children served per day. The CC&EL Division’s Grants and Contracts team works closely with the Business Operations Division’s Procurement & Contract Services department to oversee CCDF activities carried out through statewide grants, contracts, and interagency agreements. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: Workforce Board Grants works closely with the CC&EL Division to develop and oversee the schedule for Boards to complete required actions and reports within a set contract period. The CC&EL Division’s Technical Assistance (TA) department monitors Board performance and provides guidance and direction to support compliance with program requirements. The CC&EL Division’s Grants and Contracts team also works closely with the TWC’s Procurement & Contract Services department to monitor contract compliance and deliverable schedules on statewide initiative contracts. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: Workforce Board Grants and Procurement & Contract Services works closely with the CC&EL Division to oversee contractual compliance and use of allocated funds, including budgeting and correct reporting of expenditures in accordance with CCDF and TWC requirements, overseeing expenditure levels, and processing any deobligation and reallocation of funds. For statewide grants, contracts, and interagency agreements, the CC&EL Division’s Grants and Contracts team also works closely with the TWC’s Procurement & Contract Services department to monitor contract compliance and expenditures in accordance with CCDF and TWC requirements. Additionally, all grants and contracts are subject to financial monitoring by TWC’s Fraud Deterrence and Compliance Monitoring Division. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: Workforce Board Grants works closely with the CC&EL Division to oversee contractual compliance and use of allocated funds, including: Meeting required performance levels, which are established each year by TWC and included as a Board contracted measure; and Issuing TA plans or corrective actions. TWC adopts Board child care performance standards in an open, posted meeting each year. TWC’s contracts with Boards include performance measures for the use of CCDF funds. TWC also tracks each Board’s monthly performance for the average number of children served using the number of paid billings. Board performance is reviewed by the CC&EL Division each month, including the: Average number of children served per day (total and by eligibility category); Average cost of care per day (total and by eligibility category); and Texas Rising Star provider participation. For statewide grants, contracts, and interagency agreements, the CC&EL Division’s Grants and Contracts team is staffed by specialists who are certified in contract development and management by the Texas Comptroller of Public Accounts. This team ensures grants and contracts are developed to include appropriate deliverables and performance measures, supports program staff in monitoring grant/contract compliance, and approves disbursements of funds. [ ] 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. TWC’s Subrecipient Monitoring (SRM) department within the Fraud Deterrence and Compliance Monitoring (FDCM) Division monitors Boards annually to ensure that funds are spent in accordance with applicable federal and state statutes, regulations, and rules. SRM performs monitoring reviews of fiscal and program activities, including customer eligibility, wage verification, provider billing, and disbursement testing. FDCM also provides training to identify and prevent improper payments and potential problems. SRM conducts an agencywide annual risk analysis to identify statewide grants and contracts to monitor each fiscal year. The CC&EL Division provides input into this risk analysis each year. Grantees selected are monitored for fiscal and program activities, including use of funds for allowable quality improvement activities. FDCM also collects and reviews all single audits completed on TWC grantees, including those funded with CCDF. 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: