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 Lead Agency established a State Plan Steering Committee consisting of mandatory representatives and other entities, agencies and organizations. The State Plan Steering Committee met from January through April 2024 for a total of six times to consult on the state plan. Meetings were conducted virtually in order to accommodate representatives from across the state. Participants gave input on which areas of the State Plan were the most important and relevant topics to be discussed. The Lead Agency reached out to the league of cities and towns and several regional associations of government across the state. Three representatives of county and city governments agreed to participate and were included on the State Plan Steering Committee, which provided an opportunity for consultation. The draft state plan was also distributed to the members of the steering committee for consultation and feedback prior to the public hearing. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: The Lead Agency established a State Plan Steering Committee consisting of mandatory representatives and other entities, agencies and organizations. The State Plan Steering Committee met from January through April 2024 for a total of six times to consult on the state plan. Meetings were conducted virtually in order to accommodate representatives from across the state. Participants gave input on which areas of the State Plan were the most important and relevant topics to be discussed. Several members of the Lead Agency’s Office of Child Care Advisory Committee participated in the State Plan Steering Committee, which provided the opportunity to consult. The advisory committee meets every other month, and the Lead Agency provided updates on state plan development in the November 2023, January 2024, March 2024 and May 2024 meetings. Finally, the draft state plan was distributed to the advisory committee for consultation and feedback prior to the public hearing. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: The Lead Agency established a State Plan Steering Committee consisting of mandatory representatives and other entities, agencies and organizations. The State Plan Steering Committee met from January through April 2024 for a total of six times to consult on the state plan. Meetings were conducted virtually in order to accommodate representatives from across the state. Participants gave input on which areas of the State Plan were the most important and relevant topics to be discussed. This provided an opportunity for the Lead Agency to meet its responsibilities of consultation with the mandatory representatives. The Lead Agency reached out to all four Tribal CCDF Administrators in Utah for representation on the State Plan Steering Committee to advise on any changes to the state plan. Representatives from both the Ute and Paiute tribes attended some of the meetings. Additionally, a copy of the draft state plan was sent to all tribal leadership for consultation and feedback prior to the public hearing. 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: In addition to the mandatory representatives, the following entities, agencies and organizations consulted on the plan by participating in the State Plan Steering Committee meetings: the Early Childhood Utah Advisory Council, the Utah State Board of Education, Child Care Licensing, the Utah Head Start Association, the Utah Head Start Collaboration Office, Care About Childcare agencies, the Office of Early Childhood, the Utah Registry for Professional Development, the Utah Professional Child Care Association, Voices for Utah Children, the Care for Kids Network, the Early Childhood Alliance, the Utah Afterschool Network, Help Me Grow Utah, the Child and Adult Care Food Program, McKinney-Vento Homeless Education, the Children’s Center Utah, Southern Utah University, United Way Promise Partnership and the Utah Association for the Education of Young Children. Additionally, a copy of the draft plan was distributed to representatives from these entities, agencies and organizations for consultation and feedback prior to the public hearing. 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: 5/30/2024 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: 5/8/2024 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 notice of public hearing was posted on the Lead Agency’s website, https://jobs.utah.gov. In addition, an email was sent out to the State Plan Steering Committee, Early Childhood Utah Advisory Council and the Office of Child Care Advisory Committee. All materials posted on the Lead Agency’s website follow a set of standards for web design, ensuring accessibility to people with disabilities. The website also includes a translate feature, which translates information on the website to over 130 languages. A statement was included in the notification that reasonable accommodations or arrangements for persons with disabilities would be provided by the Lead Agency, if requested. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: The Lead Agency held the public hearing virtually with online web conferencing, which allowed for statewide participation. This platform allowed the public to participate online or call in via phone. The hearing was held in the evening to allow participation for those that work during daytime hours. 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.): A link to a PDF of the State Plan draft was posted to the Lead Agency’s website along with the notice of the public hearing. 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 permitted feedback on the plan either in writing or at the public hearing. The public comment period was open from May 8 - May 30, 2024. The Lead Agency met after the end of this period to review all of the public comments received. The Lead Agency evaluated whether the comments required revisions to the State Plan, would be considered in a future amendment or would not be considered. Where appropriate, revisions were made to the Plan. 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://jobs.utah.gov/occ/plans.html 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: The Lead Agency informs the Office of Child Care Advisory Committee of any substantive changes to the State Plan. In accordance with state law regarding public meetings, the information is distributed to the Advisory Committee and other interested stakeholders. The agenda includes the amendments, and the changes are discussed. The Advisory Committee does not have authority to veto any changes but may advise the Lead Agency on changes to the State Plan. ii. [x] Working with child care resource and referral agencies. Describe: Child care resource and referral agencies have representation on the Office of Child Care Advisory Committee and receive information about any substantive changes to the Plan. In accordance with state law regarding public meetings, the information is distributed to the Advisory Committee and other interested stakeholders. The agenda includes the amendments, and the changes are discussed. iii. [ ] Providing translation in other languages. Describe: iv. [ ] Sharing through social media (e.g., Facebook, Instagram, email). Describe: v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: Provider associations, advocacy groups and other key constituents have representation on the Office of Child Care Advisory Committee and receive information about any substantive changes to the State Plan. In accordance with state law regarding public meetings, the information is distributed to the Advisory Committee and other interested stakeholders. The agenda includes the amendments and the changes are discussed. vi. [x] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: The Utah Afterschool network has representation on the Office of Child Care Advisory Committee and receives information about any substantive changes to the Plan. In accordance with state law regarding public meetings, the information is distributed to the Advisory Committee and other interested stakeholders. The agenda includes the amendments, and the changes are discussed. 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.