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.
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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?
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Wrap Up!
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CCDF-ACF-IM-2017-01
◆ Information
Memorandum
Statewide Disaster
Plan (or Disaster Plan
for a Tribe’s service
area) for Child Care
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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
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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.
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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
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◆ 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
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Tribal CCDF Plan
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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
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◆ “(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
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Tips and Tools
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Make a Plan
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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
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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
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April 2021
Tribal Lead Agency Presentation or
Spotlight
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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.
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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.”
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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”
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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.”
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Requirements, cont.
◆ Essential items for infants and toddlers
▪ “Educational or developmental toys”
▪ “Books”
▪ “Cribs or something for sleeping
arrangements”
▪ “Extra clothing”
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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.”
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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”
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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
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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
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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
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Share
◆ Please share one
thing you learned
during this series.
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Reflective Evaluation
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What worked well in the
disaster preparedness
series?
What can we do to support
you in completing your
Disaster Preparedness and
Response Plan?
Questions?
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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.
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Resource List
◆ Available upon
request – please
contact your TA
Specialist
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Thank you!
◆ Thank you for joining
for us during this six-
session series on
disaster
preparedness and
response.
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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
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