Form 1 Office of Child Care Disaster Information Collection For

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Overview

OCC Information Collection
OCC Definitions

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Sheet 1: OCC Information Collection

If Head Start centers are licensed in your State, then make sure the information is not counted under child care as well. Office of Child Care (OCC) Information Collection Form
This form is to be used by the OCC Regional Program Managers (RPMs) prior to and during a disaster. It serves to provide the affected State(s) with standard requests and questions from the Administration for Children and Families (ACF), these questions may not be the only ones that will be asked – there may be others – but they are the standard. This form is intended to guide the RPMs to the data that the OCC Central Office, ORO Regional Emergency Management Specialists (REMS) and Regional Administrators (RAs) and Office of Human Services Emergency Preparedness and Response (OHSEPR) need during and following a disaster.
Usually includes descriptive information about location (i.e. State, regional, territory, etc.) Name of Disaster					comment - i.e. Illinois Tornadoes, …
The date should be changed when each number is changed, even if it is one minor change or correction. Date of Current Report					date - mm/dd/yyyy
This information is helpful so we can always reach back and contact you if we need clarity. Name of Person Completing Report					comment
i.e. Department of Human Services, CCR&R, centers, etc. Source(s) of Information					comment
A. Prior to disaster impact (baseline information)						date baseline was collected
1. Does the state/territory license Head Start centers?							Yes/No
This is the universe, the TOTAL number of child care providers in the State - not just possibly impacted. 2. How many regulated and non-regulated child care providers are in the state/territory?							#
Family child care providers and facility-based child care providers included in this number. 3. Number of total child care providers in the projected disaster impact zone? (If possible)							#
i. Number of family child care providers						#
ii. Number of center-based child care providers						#
depending on the impacted state/territory this could include license-exempt or family care. iii. Number of non-regulated child care providers						#
If no-warn event, as declared by state post-disaster or if warn-event, where is this storm going? 4. What is the projected disaster impact zone? (If possible)							#
how many children can the providers care for in the impact zone? i. Number of child care capacity in the projected disaster impact zone? (if possible)						comment - county, state, …
5. Emergency contact information for CCDF administrator?							comment
6. Emergency contact information for state/territory licensing agency contact(s)?						comment
7. Emergency contact information for state/territory Child Care Resource & Referral agency/agencies?						comment
8. How does the state/territory contact the child care providers?							comment
i. Is there a backup system?							Yes/No
i.e.provider contact information, emails, phone numbers, etc. 9. Does the state/territory have a database or record-keeping system for their child care providers?							Yes/No
i. Is there a backup system?							Yes/No
a. Who updates this information during a disaster?							comment
i. Is there a backup person for inputting the information? If so, does ACF have that information?							Yes/No
10. Number of children currently served by CCDF in the state/territory?							#
11. Does the licensing agency have plans in place for damage asssessments?							Yes/No
i. Do the plans illustrate who will fund the assessments?							Yes/No
this could be different entities for each category of care, ie state licensing agency for centers and CCR&Rs for family child care ii. Who will conduct the damage assessments?							comment
iii. Do the plans discuss the timeline for completion?							Yes/No
i.e. centers that want to open as soon as disaster passes, etc. iv. Do the plans discuss prioritization for completion?							Yes/No
B. Response to a disaster (72 hours post-disaster impact)
Family child care providers and facility-based child care providers included in this number. 1. Number of total child care providers in disaster impact zone closed post-disaster?							#
i. Number of family child care providers						#
ii. Number of center-based child care providers						#
iii. Capacity lost due to closures?							#
i.e., power outages, water outages, safety concerns, mild, moderate or severe infrastructure damages a. The closures are due to…							comment
b. Are the child care providers damaged and able to reopen after assessments?						Yes/No
c. Are there safety assessment timelines for reopening the child care providers?							Yes/No
d. Are the child care providers destroyed and unable to reopen?							Yes/No
Family child care providers and facility-based child care providers included in this number. 2. Number of total child care providers open in disaster impact zone?							#
I. Number of family child care providers						#
ii. Number of center-based child care providers						#
a. Are all enrolled children able to get to the child care providers?							Yes/No
i.e. could be due to family displacement, transportation disruptions,... i. If no, why aren't they able to access the child care providers?							comment
b. Is there a staff shortage where child care providers need help?							Yes/No
i. If yes, how many temporary staff are needed?							#
c. Do any child care providers have capacity & are willing to take children impacted by disaster?							Yes/No
i. If yes, how many?							#
ii. If yes, are any of the child care providers able to take children with functional needs?							#
iii. If yes, are any of the child care providers able to take in infants or neonates?						#
Family child care providers and facility-based child care providers included in this number. 3. Number of total child care providers in disaster impact zone that cannot be reached post-disaster?							#
4. Are children and families able to receive uninterrupted child care?							Yes/No
i. Are there any transportation disruptions?							Yes/No
ii. Are children and families able to receive child care elsewhere?							Yes/No
5. Is the state/territory going to implement temporary operating standards for child care providers?						Yes/No
i.e. extending job search length of time, … 6. Is the state/territory using CCDF flexibility to implement policies to allow families to continually have access to child care services?						Yes/No
i.e., resources needed, referrals needed, training and workshops needed 7. Request for behavioral & mental health services for children, families & staff?							Yes/No
If the closures were during the school year, when did the schools open again and the child care centers were still closed - start this phase. C. Recovery from a disaster (estimated 30 days up to a year post-disaster impact)
Family child care providers and facility-based child care providers included in this number. 1. Number of total child care providers in disaster impact zone closed post-disaster?							#
i. Number of family child care providers						#
ii. Number of center-based child care providers						#
iii. Number of slots lost due to closures?							#
i.e., power outages, water outages, safety concerns, mild, moderate or severe infrastructure damages a. The closures are due to…							comment
b. Are the child care providers damaged and able to reopen after assessments?						Yes/No
c. Are there safety assessment timelines for reopening the child care providers?							Yes/No
d. Are the child care providers destroyed and unable to reopen?							Yes/No
Family child care providers and facility-based child care providers included in this number. 2. Number of total child care providers open in disaster impact zone?							#
I. Number of family child care providers						#
ii. Number of center-based child care providers						#
a. Are all enrolled children able to get to the child care providers?							Yes/No
i.e. could be due to family displacement, transportation disruptions,... i. If no, why aren't they able to access the child care providers?							comment
b. Is there a staff shortage where child care providers need help?							Yes/No
i. If yes, how many temporary staff are needed?							#
c. Do any child care providers have capacity & are willing to take children impacted by disaster?							Yes/No
i. If yes, how many?							#
ii. If yes, are any of the child care providers able to take children with functional needs?							#
iii. If yes, are any of the child care providers able to take in infants or neonates?						#
Family child care providers and facility-based child care providers included in this number. 3. Number of total child care providers in disaster impact zone that cannot be reached post-disaster?							#
4. Are children and families able to receive uninterrupted child care?							Yes/No
i. Are there any transportation disruptions?							Yes/No
ii. Are children and families able to receive child care elsewhere?							Yes/No
5. Is there an increase in families applying for child care assistance in the state/territory?						Yes/No
6. Request for behavioral & mental health services for children, families & staff?							Yes/No
COMMENTS:
Public reporting burden of this collection of information is estimated to average 2 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB control number.

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Sheet 2: OCC Definitions

Office of Child Care (OCC) Information Collection Form Glossary
Behavioral & mental health services	This could be a request that is heard on a conference call or a meeting for serving traumatized children, families, and communities. ACF can help by providing resources to help child care providers work with families and caregivers.
Capacity	Number of vacancies and enrollments in a child care setting. Finding out how much capacity is lost or available is very important for disaster response and recovery - to determine needs and availability.
CCDF	ACF Office of Child Care's Child Care and Development Fund, administered at the state/territory level, but has flexibilities and waivers that ACF can help guide the state/territory.
Center-based child care provider	Child care is provided for children in groups, usually have multiple caregivers.
Damage assessments	Depending on the state/territory, this could be done by licensing agency/agencies and/or CCR&R(s) to assess overall loss of child care providers, interruptions in service, number of children and/or staff impacted by the disaster, to record available and/or needed resources for response and recovery, to inform emergency management officials and community decision makers of the damages.
Family child care provider	Child care is provided in a home setting, varies from state to state.
Non-regulated	Depending on the state/territory, this could include license-exempt or family child care providers.
Projected disaster impact zone	Region or locale threatened or damaged by either natural, technological or social hazards.
Regulated	Depending on the state/territory, this could include licensed or registered child care providers.
**The term child care includes child care centers, family child care, territories, American Indian/Alaska Native, Migrant and Seasonal, and any combination therein.