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 Division of Early Care and Education uses six local Child Care Resource and Referral agencies to share CCDF State Plan information with local governments and municipalities. Representatives of the local government are also invited to participate in the public hearing. a. Describe how the Lead Agency consulted with the State Advisory Council or similar coordinating body: The lead agency has official representation and a decision-making role in the State Advisory Council. The State Advisory council membership is as follows: The Division of Early care and Education (ECE) The Department of Education Local Education Agencies Institutions of Higher Education Local child care providers Local ECE services and program staff The Head Start State Association The Head Start Office of Collaboration Early Head Start Programing West Virginia Birth to Three West Virginia Department of Education Office of Special Programs In-Home Family Education Community Early Childhood Advocate Community The Pediatric Medical Community The Family Child Care Community The Child Welfare Community The Governor's Office The Labor Community The contents of the plan will be shared with ECAC at a special meeting in September 2024. ECAC members were invited to the public hearing. b. Describe, if applicable, how the Lead Agency consulted with Indian Tribes(s) or Tribal organizations(s) within the State: There are no Indian Tribes and/or Tribal organizations in the state. 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: The Division of Early Care and Education shares the content of the plan with the child care workforce and programs through list servs and the Lead Agency’s website, and collects comments and input through an email inbox dedicated to that purpose. Members of the list serv include the Statewide Afterschool Network, the West Virginia Association for Young Children, and other early childhood services. 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: 5/3/2024 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 Lead Agency posted notice of the public hearing on the Lead Agency's website at https://dhhr.wv.gov/bcf/ece/Pages/WV-CCDF-State-Plan-Review-.aspx. Notices were also sent out through email to collaborative partners responsible for Temporary Assistance for Needy Families (TANF), Child Welfare, Child Care Resource and Referral (CCR&R) agencies, and the Early Childhood Advisory Committee. The State Plan and notice of the hearing were also delivered to child care providers and families through listserv. v. Describe how the approach to the public hearing was inclusive of all geographic regions of the State or Territory: The public hearing was held via Google Meet. 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 plan was posted online, and Child Care Resource and Referral agencies helped clients and providers access the plan. CCR&R agencies have access to a language line in case access in other languages is necessary. The plan was not made available in other languages. vii. Describe how the information provided by the public was taken into consideration regarding the provision of child care services under this Plan: The plan was posted to the Lead Agency's website and disseminated by email to community partners and ECAC members. The Lead Agency also accepted emailed comments through June 23, 2024. All community and public input was considered when creating this plan. Comments were primarily concerned with continued payment by enrollment, which the Lead Agency continues to provide. 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://dhhr.wv.gov/bfa/ece/policies/Pages/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. [x] Working with advisory committees. Describe: Plans for state plan amendments are discussed at quarterly Early Childhood Advisor Council meetings. ii. [x] Working with child care resource and referral agencies. Describe: The Lead Agency has CCR&Rs disseminate state plan information with families and child care providers. iii. [ ] Providing translation in other languages. Describe: iv. [x] Sharing through social media (e.g., Facebook, Instagram, email). Describe: The link to the plan was posted on the West Virginia Department of Human Services agency's Facebook page. v. [x] Providing notification to key constituents (e.g., parent and family groups, provider groups, advocacy groups, foundations, and businesses). Describe: The link to the plan was posted on the West Virginia Department of Human Services agency's Facebook page, listserves and resource and referral agencies in order to distribute the information throughout the state. vi. [x] Working with Statewide afterschool networks or similar coordinating entities for out-of-school time. Describe: The Lead Agency works with the Statewide Afterschool Network to share information regarding the state plan with out of school time programs. vii. [x] Direct communication with the child care workforce. Describe: The Lead Agency maintains a list serv to communicate with child care providers on various topics, including changes to the state plan. 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.