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CCDF State and Territories Plan Preprint

Index: ACYF-PI-CC-01-03 | Guidance | Plan Preprint | ACF Regional Administrators for State Plan (Collection available in Word and PDF)
Related Items: ACF Regional Administrators |  FY 2000-2001 State Plan
 

Program Instruction (ACYF-PI-CC-01-03)

ACF
Administration
for Children and Families

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES
Administration on Children, Youth and Families

1. Log No. ACYF-PI-CC-01-03

2. Issuance Date: March 21, 2001

3. Originating Office: Child Care Bureau

4. Key Word: Child Care and Development Fund Plan: States and Territories, Plan, Preprint (ACF-118)

To:

 State and Territorial Lead Agencies administering child care programs under the Child Care and Development Block Grant Act of 1990 as amended, and other interested parties.

Purpose:

This Program Instruction conveys the Preprinted State Plan (ACF-118) for Child Care and Development Fund (CCDF) services for the FY 2002-2003 biennium and the guidance document for completing and submitting the Plan. The Plan is required by Section 658E of the Child Care Development Block Grant Act.

References:

Section 418 of the Social Security Act; the Child Care and Development Block Grant Act of 1990 as amended; 45 CFR Parts 98 and 99.

Preparing
the Plan :

The content of the State Plan Preprint (ACF-118) for the FY 2002-2003 biennium is generally the same as for the FY 2000-2001 biennium. Lead Agencies should also be guided by the amended Act and the regulations. Each section in the Plan contains references to the applicable sections in the Act and/or the regulations.

Changes have been made to a few parts of the Preprint to make it more easily understood, to reduce redundancy, and to collect information required under the Government Performance and Results Act of 1993. Agencies are encouraged to pay particular attention to modifications in the following Parts: (Please note that this is not an inclusive summary of the modifications.)

  • Part 2, Section 2.1. To eliminate redundancy, Sections 2.1 (Consultation) and 2.2 (Coordination) have been combined into a single section.
  • Part 3, Section 3.3.1. To reduce confusion, the column "Very low income" has been eliminated in the matrix. "Very low income" is now included as a term to be defined in Appendix 2 - "Eligibility and Priority Terminology." Additionally, Section 3.3.2 now asks that Lead Agencies describe how they determine family income for eligibility purposes.
  • Part 5. Note that the sections in this part have been reordered for purposes of clarity.
  • Part 6. In Section 6.6, Lead Agencies are asked to provide additional information about their enforcement of health and safety requirements.
Though Agencies will be familiar with most of the information requested in the Plan, they should review the attached guidance, which reflects the current regulations and ACF's experience with Plans submitted in the past.

Why Detail Is Important:

By submitting detailed information in their Plans, States and Territories provide readers and researchers with a better understanding of their CCDF programs, describe how the child care needs of children and families are being met, and assure the public and Congress that tax money is being spent responsibly and to best advantage. The public takes considerable interest in the way States and Territories operate their CCDF programs. ACF makes Plan information available to many users including members of Congress, Congressional committees, State and local child care administrators, advocacy groups, researchers and the general public. In addition, CCDF is subject to reauthorization by Congress in FY 2002. ACF anticipates that this will result in heightened interest in the information submitted in the FY 2002-2003 Plans.

Planning Process:

 ACF reminds Lead Agencies that in preparing their biennial Plans, the Act requires Lead Agencies to: (1) Consult with appropriate representatives of local governments; (2) Coordinate the provision of services with Federal, State and local child care and early childhood development programs; and (3) Provide statewide notice of at least one hearing before the Plan is submitted to ACF to provide the public an opportunity to comment on the child care services to be provided under the new State Plan. (Section 658D(b)(1) and (2); 45 CFR 98.14(c))

The regulations further specify that the statewide notice of the public hearing be given at least 20 days before the hearing and that the contents of the proposed Plan be made available to the public in advance of the hearing. (45 CFR 98.14(c)) A meaningful public comment process must consider written comments from private citizens or representatives of organizations unable to attend a hearing. The importance of the hearing is such that the Preprint requires the Lead Agency to describe its public hearing process. (Section 2.2)

While the Act requires a minimum of one public hearing, ACF encourages Lead Agencies to convene additional public hearings, since the concern of the Act is to allow broad public participation in preparing a Plan. The hearings are meant to be an integral part of planning a child care program and should not be an occasion merely to comment on an already completed Plan. Many Lead Agencies have on-going Planning processes with broad community involvement that convene regularly during the year.

In the two previous biennial planning cycles, Lead Agencies showed great diversity in fulfilling the public hearing requirement. Some sponsored focus groups with parents and providers, community roundtables, regional meetings and forums spread over several months and culminating in the public hearing(s). Statewide notification of the public hearing has also varied greatly. Most States use the media to publicize the hearing(s), e.g., an announcement in the Legal Notices section of the State's major newspapers. Many States send press releases to a broad array of news and information outlets. Widespread use of the Internet has influenced the way states publicize their public hearings. Many States have posted both their hearing notices and their draft Plans on the Lead Agency's Web site. Some States allow interested parties to comment on the draft Plan via the Internet; others have an 800 number the public can call to comment.

Electronic Format:

 States are encouraged to submit their Plans through electronic means. The State Plan Preprint (ACF-118) is available in word-processing format from ACF Regional Offices. If a Lead Agency intends to submit its Plan electronically, it should: (1) Inform the appropriate Regional Office; (2) "Write protect" the Plan; (3) Submit a letter signed by the program administrator to the appropriate Regional Office confirming that on a specific date the Plan is submitted for review and approval.

Reminder Amending the Plan:

 To make a substantive change to a CCDF program after the Plan has been approved, a Lead Agency needs to submit a Plan amendment to ACF for approval. Amendments are to be submitted within 60 days of the effective date of the change. ACF will approve amendments not later than the 90th day following the date on which the amendment is received, unless a written agreement to extend that period has been secured. (45 CFR 98.18(b)) Lead Agencies should enter information about the amendment on the Amendment Log at the beginning of the Plan.

Deadlines and Effective Dates:

 Lead Agencies must submit their Plans for ACF review by July 1, 2001. Plans approved by the appropriate ACF Regional Office will become effective on October 1, 2001.

Submitting the Plan:

Copies of the Plan should be submitted as follows:

1 copy to the: ACF Regional Administrator (The attached address list includes the electronic mail address for plans submitted electronically.)

1 copy to the:
Child Care Bureau
330 C Street, S.W.
Washington, D.C. 20447

Electronic mail address:
lreese-smith@acf.hhs.gov
Inquiries: All inquiries should be directed to the ACF Regional Administrator.


/s/
______________________________

James Harrell
Acting Commissioner
Administration on Children, Youth and Families

 
Index: ACYF-PI-CC-01-03 | Guidance | Plan Preprint | ACF Regional Administrators for State Plan (Collection available in Word and PDF)
Related Items: ACF Regional Administrators |  FY 2000-2001 State Plan