National Center on Tribal Early

Childhood Development

Disaster Preparedness Series:

Session 6 – Tips and Tools for

Developing a Disaster Preparedness

and Response Plan

National Center on Tribal Early Childhood Development 1

Objectives

◆ Participants will

▪ engage in conversations that will assist in developing Disaster Plans;

▪ discuss updates to the Tribal Lead Agencies' Child Care and Development Fund (CCDF) Plans, if applicable;

▪ enhance their understanding of different approaches to developing an effective disaster plan;

▪ explore and share implementation considerations, opportunities, challenges, and strategies; and

▪ reflect on the Disaster Preparedness and Response Series experience and discuss next steps and resources that are available.

National Center on Tribal Early Childhood Development 2

Check-In Poll

◆ On a scale of 1 to 5,

with 1 being "not

ready" and 5 being

"ready," how would

you rate your

readiness to complete

your Disaster

Preparedness and

Response Plan?

National Center on Tribal Early Childhood Development 3

Wrap Up!

National Center on Tribal Early Childhood Development 4

CCDF-ACF-IM-2017-01

◆ Information

Memorandum

Statewide Disaster

Plan (or Disaster Plan

for a Tribe’s service

area) for Child Care

National Center on Tribal Early Childhood Development 5

Source: Office of Child Care. (2017). Statewide disaster plan (or disaster plan for a tribe’s service area) for child care (CCDF-ACF-IM-2017-

01). U.S. Department of Health and Human Services, Administration for Children and Families. https://www.acf.hhs.gov/occ/resource/im-2017-01

CCDF-ACF-IM-2017-02

◆ Information Memorandum Flexibility in Spending Child Care and Development Fund (CCDF) Funds in Response to Federal or State Declared Emergency Situations

National Center on Tribal Early Childhood Development 6

Source: Office of Child Care. (2017). Flexibility in Spending CCDF Funds in Response to Federal or State Declared Emergency Situations (CCDF-

ACF-IM-2017-02). U.S. Department of Health and Human Services, Administration for Children and

Families. https://www.acf.hhs.gov/occ/resource/im-2017-02

Appendix A

The "Checklist for Developing Child Care

Emergency Preparedness and Response

Plans" provides a summary of the key

elements for the Lead Agency to include in

an emergency preparedness plan to

facilitate coordination with emergency

management agencies and other partners.

National Center on Tribal Early Childhood Development 7

Source: Office of Child Care. (2017). Appendix A: Checklist for developing child care emergency preparedness and response plans. In Statewide

disaster plan (or disaster plan for a tribe’s service area) for child care (CCDF-ACF-IM-2017-01). U.S. Department of Health and Human

Services, Administration for Children and Families. https://www.acf.hhs.gov/occ/resource/im-2017-01-appendix-a

Appendix B: Emergency Preparedness

and Response Resources for Child Care

National Center on Tribal Early Childhood Development 8

◆ Federal agencies including U.S.

Department of Health and Human

Services (HHS) and the Federal

Emergency Management Agency

(FEMA), as well as non-

governmental voluntary

organizations, can provide

resources and assistance with

planning and preparedness

activities.

◆ Appendix B of this guidance

provides links to many of these

resources.

Source: Office of Child Care. (2017). Appendix B: Emergency preparedness and response resources for child care. In Statewide disaster plan (or

disaster plan for a tribe’s service area) for child care (CCDF-ACF-IM-2017-01). U.S. Department of Health and Human Services, Administration for

Children and Families. https://www.acf.hhs.gov/occ/resource/im-2017-01-appendix-b.

Referenced in CCDF-ACF-IM-2017-01

◆ Robert T. Stafford

Disaster Relief and

Emergency

Assistance Act, as

amended, and

Related Authorities

as of June 2019

◆ FEMA

National Center on Tribal Early Childhood Development 9

Tribal CCDF Plan

National Center on Tribal Early Childhood Development 10

Source: Office of Child Care. (2019). Fiscal year 2020-2022 CCDF plan and plan preprint for tribes (CCDF-ACF-PI-2019-03). U.S. Department

of Health and Human Services, Administration for Children and Families. https://www.acf.hhs.gov/occ/resource/ccdf-acf-pi-2019-03.

Quality

National Center on Tribal Early Childhood Development 11

◆ “(CCDF) - Lead Agencies may use CCDF quality dollars to

provide supply-building grants to providers impacted by a

disaster. These funds may be used for supplies and minor

remodeling to bring the facility into compliance with health

and safety requirements; however, CCDF funds may not

be used for the purchase, construction, or permanent

improvement of a building or facility.”

▪ “Also see CCDF-ACF-IM-2017-02 Option E for further guidance on the

definition of major renovations.”

▪ “Note that tribal grantees may apply to use CCDF funds for construction

or major renovation.”

Source: Office of Child Care. (2017). Statewide disaster plan (or disaster plan for a Tribe’s service area) for child care. (Information

memorandum: CCDF-ACF-IM-2017-01). U.S. Department of Health and Human Services, Administration for Children and Families.

https://www.acf.hhs.gov/occ/resource/im-2017-01

Questions

National Center on Tribal Early Childhood Development 12

Tips and Tools

National Center on Tribal Early Childhood Development 13

Make a Plan

National Center on Tribal Early Childhood Development 14

Write It Down

Step 1 – 2.4.1

Coordinate and collaborate with key partners or appropriate stakeholders

January 2021

Step 2 – 2.4.2

Create guidelines for continuation of child care subsidies and child care services

February 2021

Step 3 – 2.4.3

Create procedures for the coordination of postdisaster recovery of child care services

National Center on Tribal Early Childhood Development 15

March 2021

Continue to Write It Down

Step 4 – 2.4.4

Develop a procedure to ensure providers who receive CCDF funds have the procedures in place: evacuation, relocation, etc.

April 2021

Step 5 – 2.4.5

Create guidelines for child care staff and volunteers that require emergency preparedness training and practice drills

March 2021

Step 6 – 2.4.6

Describe if the Tribal Lead Agency exempts relatives from any disaster preparedness and response requirements

National Center on Tribal Early Childhood Development 16

April 2021

Tribal Lead Agency Presentation or

Spotlight

National Center on Tribal Early Childhood Development 17

Coordinating and Collaborating with Key

Partners

◆ Please share some of the partners you identified in your community when you were creating your draft list:

▪ “Community daycare providers, schools, food bank, tribal departments”

▪ “Red Cross for our district”

▪ “Families, FEMA, state agencies”

▪ “USDA doing the Farmers to Families boxes”

Tips from Tribal Lead Agencies on coordinating and collaborating with

key partners.

National Center on Tribal Early Childhood Development 18

Guidelines for Continuation of Child Care

Subsidies and Services

◆ Did the CCDF program continue child care services during the pandemic?

▪ Yes: 66.6%

▪ No: 0%

▪ Partially: 33.3%

◆ If no, please share what options you could consider moving forward to maintain services.

▪ “We likely need to figure out who would able to continue care in these situations.”

▪ “Email list going of providers but we have a small list of providers and don't always have many people to refer, for instance who would remain open so we could refer there.”

National Center on Tribal Early Childhood Development 19

Coordination of Postdisaster Recovery of

Child Care Services

◆ How does your community currently

protect vital child care records?

▪ “Fireproof file cabinet”

▪ “Locked cabinet, locked office, increase in

security at building, confidentiality policy all

staff and parents [to] sign each year”

▪ “Scan and electronically store our records”

▪ “Working on virtual file storage”

National Center on Tribal Early Childhood Development 20

Requirements for CCDF Providers and

Other Child Care Providers

◆ How will you ensure providers have procedures

in place for the CCDF health and safety

requirements?

▪ “I expect to provide some technical assistance to those

relatives for them to develop.”

▪ “We sort of do that informally in visits with providers. This

helps us if they need some help with their plan(s). Many

don't do drills and we will be addressing that.”

▪ “We will ask for copies, either written or emailed from all

providers.”

National Center on Tribal Early Childhood Development 21

Requirements, cont.

◆ Essential items for infants and toddlers

▪ “Educational or developmental toys”

▪ “Books”

▪ “Cribs or something for sleeping

arrangements”

▪ “Extra clothing”

National Center on Tribal Early Childhood Development 22

CCDF Plan Amendments

◆ “Tribal Lead Agencies are required to request approval

from the Administration for Children and Families (ACF)

whenever a “substantial” change in the Tribal Lead

Agencies approved CCDF Plan occurs.”

◆ “Please refer to the ACF Program Instruction regarding

CCDF Plan amendments (CCDF-ACF-PI-2009-01) for

specific details and timelines specific to the Plan

amendment process.”

National Center on Tribal Early Childhood Development 23

Source: Office of Child Care. (2020). Understanding and Addressing the Impacts of COVID-19 in Tribal CCDF Programs, p. 27. U.S.

Department of Health and Human Services, Administration for Children and Families. https://childcareta.acf.hhs.gov/resource/understanding-

and-addressing-impacts-covid-19-tribal-ccdf-programs-0

Submitting Plan Amendments

❑ “Discuss with OCC Regional Office where to amend the Plan

❑ Make changes to the Tribal CCDF Plan fillable PDF where applicable

❑ Save as “FY2020-2022 Tribal CCDF Plan [Tribal Name] Amendment 1.pdf” in order to document the specific changes made.

❑ Send an email to OCC Regional Office*

• Body of email:

• Section amended

• Proposed effective date• Up to 60 days prior to submitting amendment

❑ Attach amended Tribal CCDF Plan as a complete file”

24

Source: Office of Child Care. (2020). Understanding and Addressing the Impacts of COVID-19 in Tribal CCDF Programs, p.29. U.S. Department

of Health and Human Services, Administration for Children and Families. https://childcareta.acf.hhs.gov/resource/understanding-and-addressing-

impacts-covid-19-tribal-ccdf-programs-0

Sample Plans

National Center on Tribal Early Childhood Development 25

Source: National Center on Early Childhood

Health and Wellness. (2020). Emergency

Preparedness Manual for Early Childhood

Programs. U.S. Department of Health and

Human Services, Administration for Children

and Families, Office of Head Start.

https://eclkc.ohs.acf.hhs.gov/safety-

practices/article/emergency-preparedness-

recovery.

Source: Federal Emergency Management

Agency. (2019). Tribal Mitigation Planning

Handbook. U.S. Department of Homeland

Security.

https://www.fema.gov/sites/default/files/2020-

06/fema-tribal-planning-handbook_05-2019.pdf.

Source: Arizona Department of Economic

Security. (2016). Emergency Preparedness &

Response Planning: Resource Guide for Des

Family Child Care Providers.

https://des.az.gov/digital-library/emergency-

preparedness-response-planning.

Sample Plans

National Center on Tribal Early Childhood Development 26

Source: Federal Emergency Management Agency. (2018). Create Your Family Emergency Communication Plan. U.S. Department of Homeland

Security. https://www.ready.gov/sites/default/files/2020-03/create-your-family-emergency-communication-plan.pdf.

Strategy

◆ Look at your state’s

CCDF Plan for ideas

on creating your own

disaster plan for a

tribe’s service area

◆ Reach out to other

Tribal Lead Agencies

for support

National Center on Tribal Early Childhood Development 27

Share

◆ Please share one

thing you learned

during this series.

National Center on Tribal Early Childhood Development 28

Reflective Evaluation

National Center on Tribal Early Childhood Development 29

What worked well in the

disaster preparedness

series?

What can we do to support

you in completing your

Disaster Preparedness and

Response Plan?

Questions?

National Center on Tribal Early Childhood Development 30

Next Steps

◆ Contact your regional office if you need support on completing your Disaster Preparedness and Response Plan.

◆ Review all the presentations you received to reflect on your understanding of the requirements.

◆ Don’t wait to be excellent! If you need help, there is technical assistance available to support you.

National Center on Tribal Early Childhood Development 31

Resource List

◆ Available upon

request – please

contact your TA

Specialist

National Center on Tribal Early Childhood Development 32

Thank you!

◆ Thank you for joining

for us during this six-

session series on

disaster

preparedness and

response.

National Center on Tribal Early Childhood Development 33

National Center on Tribal Early Childhood Development,

A Service of the Office of Child Care

9300 Lee Highway

Fairfax, VA 22031

Phone: 877-296-2401

Subscribe to Updates

http://www.occ-cmc.org/occannouncements_sign-up/