5-29-2018 HT

ANNEX: Childcare in Disasters and Emergency Plans

  1. Purpose, Scope, Situation, Hazard Vulnerability, Assumptions
  1. Purpose

The purpose of this Annex document is to provide guidance and improve coordinationfor providing state-level Health and Human Services preparedness, response, and recovery activities that significantly affects a community’s childcare infrastructure. The Annex outlines the roles and responsibilities of the Maine Department of Health and Human Services (DHHS) and partner organizations in providing support to childcare providers and familiesreceivingchildcare affected by a disaster or public health emergency as defined by section 102 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S. C. 5122.

  1. Scope

This Annex is applicable to the specific DHHSDivisions, DECH, OCFS, DSER, Maine Center for Disease Control CDC, Office of MaineCare Services, and the Office of Substance Abuse and Mental Health Services (SAMHS). The overall Annex focuses on:

  • Childcare providers;
  • Headstart;
  • The children in care in these programs; and
  • Families who receive childcare subsidies.

DHHS has statutory authority over the regulation of licensed childcarecenters, small childcare facilities, and family childcare providers who are licensed to operate a family childcare program. The Maine statute’s22 M.R.S.A. §8301-A, §8302-A and §8402-A for licensed childcare centers and facilities; and Chapters 1661 and 1673on family childcare provider establishedrules that govern such requirements as the application and inspection procedures, the health, sanitation, and fire safety standards, provider qualifications, children’s rights, staff supervision and staffing ratios, and recordkeeping.

DHHS does not have the statutory authority to provide childcare for children. It can provide resources and services to potential providers, but not the actual care of children.

  1. Situation

A primary goal of DHHS programs is to promote the economic and social well-being of children, individuals, families, and communities. DHHS childcare programs are designed to empower families and individuals to increase their economic independence and productivity; and to encourage early childhood and school-age childcare programs thatsupport children’s healthy growth and development; and to create partnerships with front-line service providers, localities and tribal communities to address the needs and abilities of vulnerable populations. This goal becomes especially important in the event of a major disaster or public health emergency. Maintaining the safety of children in childcare programs necessitates planning in advance by childcare providers. In addition, childcare providers make key contributions that support children, parents, and communities in the aftermath of a disaster or public health emergency. Childcare is also essential to restoring the economic health of a community, residents such asfirst responders, depend on the availability of childcare programs in order to be able to perform their job duties.

The National Commission on Children and Disasters (2010) stressed the need to improve emergency preparedness and response in childcare. The Commission’s report included two primary recommendations for childcare: 1) To improve disaster preparedness capabilities for childcare; and 2) To improve capacity to provide childcare services in the immediate aftermath and recovery from a disaster.

Maine DHHS Divisions play a key role in helping to better prepare childcare providers and support programs to help recover and to continue to care for children in a safe and effective manner. This includes ensuring continuity of care for services of families receiving assistance through DHHS programs and for providers caring for children who receive subsidies. DHHS Divisions may experience a surge in families applying for childcare financial assistance as a result of negative economic impacts of a disaster or public health emergency. More children may need childcare to protect their safety, health, and emotional well-being while their guardians make efforts to recover and rebuild their lives. In addition, DHHS may be called upon to assist emergency management officials and voluntary organizations to help facilitate the provision of respite childcare and temporary emergency childcare after an event.

  1. Hazard Vulnerability

The Maine DHHS/CDC conducted a statewide Hazard Vulnerability Analysis (HVA) in May of 2012. The HVA was attended by various subject matter experts (SME’s), including Maine Emergency Management Agencies, Healthcare Coalition Partners, Fire/Police/EMS and the National Weather Service. The outcome of the HVA process identified the hazards to which the residents of Maine are thought to be most vulnerable. Of the hazards identified, those types of events that pose the greatest threat to children include:

  • Natural events, such as floods, hurricanes, tornados, extreme winter/ice storms or earthquakes involving major infrastructure damage often with loss of power, with potential for food spoilage, water contamination and mold, facility and road closures, extreme heat and heat illnesses,and/or a pandemic involving a widespread infectious disease;
  • Other types of disasters or public health emergencies, involving active shooters at schools, mass casualties and infrastructure damage due to bombings, explosions, and/or civil disturbances; and/or
  • Chemical, radiological, or biological exposures/terrorism, or hazmat events.
  1. Hazard Control and Assessment

There is no way to control most disaster events; however, it is important to prepare for the occurrence of emergencies. The Maine DHHS prepares for disasters through collaborative planning and training, documenting lessons learned from events, completing improvement plans, and updating the DHHS Annex to mitigate the effects of future disasters.

Individual and family personal preparedness and the public’s response to warning and emergency instructions can predictably decrease the impact of a disaster or public health emergency. Maine DHHS also requires that Childcare provider and facilities have an Emergency Operations Plan (EOP) that details the roles and responsibilities of staff to protect children under their care.

DHHS preparedness includes identifying four distinct areas to respond to emergency events:

  • Communications
  • Assessment
  • Subsidies
  • Family Reunification

Before an event:

  • Establish communication – update all DHHS staff and field workers, emergency partners, and providers on possible impacts on childcare programs;
  • Encourage a readiness and preparedness posture;
  • Ensure access to DHHS public information sites, including preparedness and response plans, notifications, and instructions on reporting, etc.;
  • Assess provider operations and need to evacuate children;
  • Provide information on identified shelter locations by contacting the CDC command center;
  • Help coordinate information on evacuations and identify emergency transportation; State EMS and DOE buses, Community Action Providers, YMCA vehicles, etc.; and
  • Identify resources for childcare providers through CDC’s Public Health Emergency Preparedness (PHEP) and Maine Emergency Management Agency (MEMA) partners;

During an event:

  • Monitor, communicate, and if safe, assess vulnerable areas.

Immediately after an event:

  • Activate the DHHS COOP in divisions with response responsibilities;
  • Alert partners: CDC’s PHEP, MEMA, Department of Education (DOE), Community agencies, ACF, DHHS Divisions, 2-1-1 Maine support line to assess damage, medical support, and physical and behavioral health needs;
  • Assess provider operations using an electronic or phone assessment tool;
  • Assess the need for emergency subsidy or subsidy payment assistance;
  • Assess the need for license variances or other childcare regulatory needs;
  • Coordinate with MEMA to conduct damage and facility assessments on childcare operations;
  • Coordinate with the Maine American Red Cross and Maine Voluntary Organizations Active in Disaster (ME VOAD) to address emergency childcare at shelters;
  • Assess provider needs and advise of local resources or donation opportunities;
  • Advise partners and providers of available local, state, and federal resource assistance; work with partners on safety issues- Maine CDC (health and sanitation, maternal health, WIC), State Fire Marshal, MEMA, and local emergency program managers; and
  • Track costs, i.e. staffing, subsidies for impacted families, telephone calls, printing and distribution; reporting, etc.
  1. Planning Assumptions

This plan was created using the following assumptions:

  1. Children will havespecial and enhanced medical and emotional needs in emergency situations; and are among our most vulnerable populations.
  1. Childcare is an integral and essential part of a community’s economic viability and should be restored as soon as possible following an emergency event. Demands for childcare will vary greatly, generating from one region or multiple regions within the state.
  1. A disaster or public health emergency event may result in the disruption of services in licensed facilities, whether resulting from a mass casualty traumatic event, a widespread infectious disease event, or weather-related emergency.
  1. Maine licensing standards require that family childcare providers and childcare facilities have emergency preparedness plans in place, in addition to evacuation and reunification plans that are disseminated to parents. Specific details are found in the Your Inventory for Keeping Everyone Safe (YIKES) manual.
  1. When childcare centers and facilities, and family childcare programs sustain damage and destruction, and are unable to operate, communities, local economies and critical infrastructures can be substantially impacted.
  1. Demand on local childcare programs still operating after an emergency may overwhelm their capacity and capabilities; and transportation systems.
  1. Childcare providers and the public will need up-to-date and accurate information and instructions to keep children safe while sheltering-in-place or during evacuations.
  1. If local resources become overwhelmed, state resources will be activated to support local and regional response efforts.
  1. Childcare licensing is the primary responsibility of Maine DHHS who will take reasonable steps to ensure continuity of childcare programs. Activation of special licensing policies occurs on a case-by-case basis; DHHS has the authority to approve special licensing policies.
  1. Coordination among response partners and DHHS Divisions at all levels is expected in order to successfully meet childcare needs.
  1. Decisions will need to be made regarding distribution of resources within the context of scarce resources and overwhelming need.
  1. Coordination is made with the DECH to determine re-openings, fire marshal inspections, sanitation inspections, suspensions, and revocation of licenses.
  1. Children, families, and the public will experience stress and may have difficulty coping.
  1. Responders and childcare providersmay experience stress and have difficulty coping.
  1. Family reunification of minors separated from parents and legal guardians are considered unaccompanied minors; and reunification may vary based on applicable local, state, and federal laws, as well as the specific circumstances of each disaster incident or event.
  1. States will request federal assistance to support the response if and when an incident exceeds local, regional, and state capabilities and capacity.
  1. Protective Action

DECH, in conjunction with the OCFS,require that childcare centers are licensed according to state statutes. Licensing staff members provide oversight and regulation of childcare providers,and are in regular communication with providers on the status of their operations. OCFS and CDC will initiate the Children in Disasters Annex when notifiedan emergency has been declared by MEMA.

  1. Public Warning

Maine DHHS is the official disseminator of state level information about childcare following a disaster or public health emergency. This includes information distributed via social media. Information and instructions regarding an event will be provided tochildcare providers and the parents of the children they care for. The Maine DHHS will use a variety of communication methods to communicate with the families and the general public including press releases, interviews with subject matter experts, and will establish relationships with partner agencies and within divisions.

Maine DHHS will disseminate information, including revised childcare rules and policies to stakeholder agencies and licensed and certified childcare programs. It is recognized that childcare providers will be one of the best conduits of emergency related information and resources to families after a disaster.

  1. Concept of Operations

DHHS/OCFScoordinates with DHHS/CDC Office of Public Health Emergency Preparedness and MEMA during disasters and public health emergencies. The DHHS Commissioner, DHHS Office Directors, Maine CDC Initial Response Team Director, and the MEMA Director will receive real time information from the field and will assess the need to activate the Public Health Emergency Operations Center (PHEOC)and staff the DHHS position at the MEMA Emergency Operations Center (EOC). Information will be received from the local towns, regions, and state partners by way of the County Emergency Managers, Regional Resource Directors, childcare providers, and DHHS field staff.

The DHHS Childcare in DisastersAnnex can be activated at the direction of the DHHS Commissioner or their designee upon the recommendation of the CDC and MEMA leadership. The activation level may be to continue to monitor the situation (Level 3), partial activation (Level 2), or full activation (Level 1). The DHHS

will be activated at Level 2.

  1. Critical Activities: Licensing of Childcare Provider

In the event of a disaster or public health emergency, DECH will assess the operating status of childcare providers. If requested, CDC’s PHEP may assist in the assessment process. Current licensed childcare providers will provide OFCS and DECH with information related to the provider’s status and use this information to provide childcare referrals.

Steps to Implement Response

DHHS Division of Environmental and Community Health ChildcareLicensingPrograms will:

  • Direct DECH staff to attempt to contact childcare providers in the impacted region;
  • Reassign DECH staff as needed to assist with the assessment;
  • Direct DECHstaff to:
  1. Gather basic information about whether a facility or program is operational;
  2. Determine the amount of existing childcare slots in the facilities and programs;
  3. Project any childcare gaps;
  4. Identify potential child and family reunification situations that occur during an evacuation or disaster incident, specifically:
  1. A minor is separated from their parent or legal guardian;
  2. The parent or legal guardian of a child reports the child missing; and/or
  3. A minor reported missing is found to be injured or deceased.
  1. Categorize providers into one of the following categories:
  1. Open;
  2. Temporarily Closed, Damaged, or Status Unknown; or
  3. Closed.
  • Provide individual provider assessment data to the licensing office responsible for the region of the disaster; update the provider database;
  • Compile the assessment data and share compiled provider information with the leadership at OFCS, DHHS, CDC, MEMA, and others as needed; and
  • Work with DHHS Communications to provide disaster information on the website including forms and contact information.
  1. DHHS Divisions Will Work with Providers to Determine:
  • If a Fire Marshall’s inspection is needed, determine whether damaged facilities can continue operating, must temporarily close, must reduce enrollment, or must relocate;
  • Which childcare providers are open and if they can take additional children(within their licensed capacity);
  • Which childcare providers may need additional childcare staff and pre-credentialed volunteers to continue to expand operations;
  • Assist Maine Tribes with reporting on Tribally licensed childcare and Tribal Head Start to ACF Region 1 Office of Childcare and Region 1 Office of Head Start; and/or
  • Continuation of childcare subsidy payments tochild’s current eligible CCSP provider or alternate eligible CCSP provider providing childcare services to the child during throughout declared emergency period.
  1. Steps to Re-establish Essential Functions

If a CCSP authorization for a family living in the impacted disaster region is expiring and their provider is operational:

  • The parent must contact CCSP to request a thirty (30) day extension to their award. The extension can start when the authorization expired if care was provided during that time;
  • The parent receiving an extension will be notified of the new authorization end date; and
  • If a provider is non-operational due to the disaster and it has been verified by the Fire Marshall or MEMA, the provider will be sent an authorization termination notice. The authorization can be changed to another provider at the request of the family without another eligibility determination.
  1. Continue the Determination of Initial and Pending Eligibility Requests for DHHS Childcare Subsidy Programs

Systems needed to continue essential function:

  • Licensing staff phones, email, fax, and computer systems and forms;
  • Childcare Licensing staff to input operational status of facilities; and
  • Childcare Subsidy staff to process paperwork and payment.

Steps to re-establish essential functions:

  1. DHHS Call Centers, 2-1-1 Maine Information Line will continue to operate.
  1. DHHS will send mobile licensing staff to disaster impacted area.
  1. DHHS will follow current procedures for reporting possible fraudulent activities and actions.
  1. Financial eligibility staff will accept applications and available documentation from families in the affected area. If verification is not available, financial eligibility staff will determine and authorize financial eligibility based on verbal information received from the parent, and send this information to the Childcare Subsidy Program.
  1. The parent will then have sixty (60) days to provide the required documentation to the financial eligibility staff in order to continue to be financially eligible for the Childcare Subsidy Program.
  1. Childcare Subsidy staff will accept program applications and available documentation from families in the affected area, and will approve the Childcare Subsidy Programfor a period of no longer than sixty(60)consecutive days.
  1. If parents cannot provide the needed verification within the timeframe requested, the ChildcareSubsidy authorization will be closed on a case-by-case basis and they may be referred to MEMA Disaster Case Management Program.
  1. DHHS staff will refer families who are newly homeless because of the disaster to the MEMA/MEVOAD Disaster Case Management Program.
  1. Continue the Homeless Child Program and Expand as Needed Within AvailableFunds

Partners to help with function: