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: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [ ] [ ] [x] [ ] [ ] Describe: Who issues payments? [ ] [x] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: Who operates the quality improvement activities? [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 Lead Agency has a Memorandum of Agreement (MOA) with the Virginia Department of Social Services (VDSS) regarding its administration of the Child Care Subsidy Program (CCSP) voucher system, outlining each agency’s respective roles and responsibilities. The MOA also includes monthly and quarterly reporting requirements for VDSS; the process and timeline for establishing and approving VDSS’s annual budget to administer the program; the process, timeline, and documentation required to draw down funds from the block grant as a subrecipient; and a process for conducting an annual review with the Lead Agency. VDSS manages and oversees activities at the local departments of social services, which are dictated by a combination of state code, agency policy memos, and regulations and guidance for each program they administer. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The MOA includes deadlines for core functions for each agency, including but not limited to: deadlines for establishing annual budgets and local enrollment targets for the CCSP; schedule for invoicing by expense types; cadence for payments to CCSP vendors; etc. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The MOA includes an annual operating budget for VDSS to support the administration of CCSP and related functions. This includes the annual operating budget for local departments of social services. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The MOA includes regular reporting requirements and metrics to measure compliance with deadlines and processing. The MOA also dictates that the agencies meet on a monthly basis to monitor program progress and quarterly to assess funding and budget contexts. VDSS completes an annual subrecipient monitoring process with local departments of social services to ensure compliance with application, enrollment, and case management processes. The process is dictated by the subrecipient monitoring plan, which includes: program monitoring (regular review of case management reports and case records and staff interviews); financial monitoring (monthly review of financial reports, mid-year review of local expenditures and funding requests, and inspection of purchase of service documents and any noted irregularities); and case management reports (including a monthly review of Agency Demographic Data, Exception reports, and Budget Line financial reports via VaCMS to identify needs for technical assistance, training, or a program review). Regular monitoring of LDSS offices is carried out by VDSS Regional Child Consultants. [ ] 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. Each month, VDSS reports information on enrollment (statewide and by jurisdiction); expenditures; case management statistics and data on program integrity; communications from the field; results of LDSS monitoring activities; provider referrals; and subsidy vendor participation. (Subsidy vendors are child care providers approved for participation the in the subsidy program.) VDSS reports the following information on a quarterly basis: progress toward corrective actions, if applicable; information on any administrative hearings held; information on overpayments and collection processes; summary of cost allocated expenditures; active tickets regarding updates or repairs to VaCMS; expenditures for the quarter; and training and technical assistance activities for LDSS staff. Payment accuracy (improper payment) reviews in accordance with Federal CCDF Regulation §98.100, Error Rate Report. Performance requirements are included in contracts, with required monthly, quarterly and annual reporting on these performance requirements. Contractors are also required to submit an annual financial audit completed by an external auditor. Risk assessments are conducted for contracts and, depending on risk assigned, either desk reviews and/or on-site monitoring are conducted each year. 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: