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ANNEX: Child Care in Disasters and Emergency Plans

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

A. Purpose

The purpose of this annex document is to provide guidance and improve coordination for providing state-level Health and Human Services preparedness, response and recovery activities that significantly affects a community’s child care infrastructure. The support includes Office of Child and Family Services, child care licensing agency, emergency management services, public health and behavioral health services. The annex outlines the roles and responsibilities of the Maine Department of Health and Human Services (DHHS) and partner organizations in providing support to child care provider and families in child care 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.

B. Scope

This Annex is applicable to the specific DHHS divisions, including the Division of Environmental and Community Health (DECH), Office of Children and Family Services (OCFS), Division of Support Enforcement and Recovery (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:

Child care provider Head Start The children in care in these programs Families who receive childcare subsidies

DHHS has statutory authority over the regulation of licensed child care centers, small child care facilities, and family Child care provider who are licensed to operate a family child care program. The Maine statute’s 22 M.R.S.A. §8301-A, §8302-A and §8402-A for licensed child care centers and facilities; and Chapters 1661 and 1673 on family Child care provider established rules 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 record keeping.

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

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C. Situation

A primary goal of DHHS programs is to promote the economic and social well-being of children, individuals, families and communities. The DHHS child care programs are designed to empower families and individuals to increase their economic independence and productivity; and to encourage early childhood and school-age child care programs that support 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 child care programs necessitates planning in advance by Child care provider. In addition, Child care provider make key contributions that support children, parents and communities in the aftermath of a disaster or public health emergency. Child care also is essential to restoring the economic health of a community, as getting residents and first responders back to work depends on the availability of child care programs.

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

Maine DHHS divisions play a key role in helping to better prepare Child care provider and support programs to help them recover and to continue to care for children in a safe and effective manner. This includes ensuring continuity of care and services for 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 child care financial assistance as a result of negative economic impacts of a disaster or public health emergency. More children may need child care 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 child care and temporary emergency child care after an event.

D. 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

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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; 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 civil disturbances;

Chemical, radiological or biological exposures/terrorism, or hazmat events.

E. 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 Child care provider and facilities have an emergency operations plan 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

Protective Action

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Standard Operating Procedures for OCFS:

Before: In some events, planned steps that anticipate hazards will impact DHHS divisions.

Establish communication – update all DHHS staff and field workers, emergency partners, and providers on possible impacts on child care 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.

Identify resources for Child care provider through CDC PHEP and 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 PHEP, MEMA, Department of Education, Community agencies, ACF, DHHS Divisions, 2-1-1 Maine support line to assess damage, medical support, 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 child care regulatory needs

Coordinate with MEMA to conduct damage and facility assessments on child care operations

Coordinate with Maine American Red Cross and Maine VOAD to address emergency child care at shelters

Assess provider needs and advise of local resources or donation opportunities

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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

Track costs, i.e. staffing, subsidies for impacted families, telephone calls, printing and distribution; reporting, etc.

F. Planning AssumptionsThis plan was created using the following assumptions:

1. Children will have special and enhanced medical and emotional needs in emergency situations; and are among our most vulnerable populations.

2. Child care 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 child care will vary greatly, generating from one region or multiple regions within the state.

3. 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.

4. Maine licensing standards require that family Child care provider and child care 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.

5. When child care centers and facilities, and family child care programs sustain damage and destruction and are unable to operate, communities, local economies and critical infrastructures can be substantially impacted.

6. Demand on local child care programs still operating after an emergency may overwhelm their capacity and capabilities; and transportation systems.

7. Child care provider and the public will need up-to-date and accurate information and instructions to keep safe while sheltering-in-place or during evacuations.

8. If local resources become overwhelmed, state resources will be activated to support local and regional response efforts.

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9. Child care licensing are the primary responsibility of Maine DHHS who will take reasonable steps to ensure continuity of child care programs. Activation of special licensing policies occurs on a case-by-case basis, DHHS has the authority to approve special licensing policies.

10.Coordination among response partners and DHHS divisions at all levels is expected in order to successfully meet child care needs.

11.Decisions will need to be made regarding distribution of resources within the context of scarce resources and overwhelming need.

12.Coordination is made with the DECH to determine re-openings, fire marshal inspections, sanitation inspections, suspensions and revocation of licenses.

13.Children, families, and the general public will experience stress and may have difficulty coping.

14.Responders and Child care provider will experience stress and may have difficulty coping.

15. 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.

16.States will request federal assistance to support the response if and when an incident exceeds local, regional and state capabilities and capacity.

G. Protective Action

Division of Environmental and Community Health (DECH), in conjunction with the Office of Child and Family Services (OCFS), require that Child Care Centers are licensed according to state statutes. Licensing staff members provide oversight and regulation of Child care provider and are in regular communication with providers on the status of their operations. OCFS and CDC will initiate the Children in Disasters Annex when notified an emergency has been declared by MEMA.

H. Public Warning

Maine DHHS is the official disseminator of state level information about child care following a disaster or public health emergency. This includes information distributed via

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social media. Information and instructions regarding an event will be provided that will impact Child care provider and 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 established relationships with partner agencies and within divisions.

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

II. Concept of OperationsThe Department of Health and Human Services, Office of Children and Family Services coordinates with DHHS/ CDC Office of Public Health Emergency Preparedness and Maine Emergency Management Agency 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 EOC. Information will be received from the local towns, regions and state partners by way of the County Emergency Managers, Regional Resource Directors, Child care provider and DHHS field staff.

The DHHS Child Care in Disasters Annex 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 COOP will be activated at Level 2.

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

Steps to Implement ResponseDHHS Division of Environmental and Community Health Child Care Licensing Programs will:

Direct DECH staff to attempt to contact Child care provider in the impacted region Reassign DECH staff as needed to assist with the assessment Direct DECH staff to:

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1. To gather basic information about whether a facility or program is operational2. Determine the amount of existing child care slots in the facilities and programs 3. Project any childcare gaps4. Identify potential child and family reunification situations that occur during an

evacuation or disaster incidenta. A minor is separated from their parent or legal guardianb. The parent or legal guardian of a child reports the child missingc. A minor reported missing is found to be injured or deceased

5. Categorize providers into one of the following categoriesa. Openb. Temporarily Closed, Damaged, or Status Unknownc. Closed

Provide individual provider assessment data to the licensing office responsible for the region of the disaster; update provider database

Compile the assessment data and share complied provider information with the leadership at OFCS, DHHS, CDC and MEMA, and others as needed

Work with DHHS Communications to provide disaster information on the www.Maine.gov website including forms, contact information

B. 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 child care staff and pre-credentialed volunteers to continue to expand operations

Assist Maine Tribes with reporting on Tribally licensed child care and Tribal Head Start to ACF Region 1 Office of Child Care and Region 1 Office of Head Start

Continuation of child care subsidy payments to child’s current eligible CCSP provider or alternate eligible CCSP provider providing child care services to the child during throughout declared emergency period.

D. 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;

1. 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.

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2. Parent receiving an extension will be notified of the new authorization end date.

3. 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 and the authorization can be changed to another provider at the request of the family without another eligibility determination.

E. Continue the determination of initial and pending eligibility requests for DHHS Child Care Subsidy Programs

Systems needed to continue essential function:

Licensing staff phones, email, fax and computer systems and forms Child Care Licensing staff to input operational status of facilities Child Care Subsidy staff to process paperwork and payment

Steps to re-establish essential functions:

DHHS Call Centers, 2-1-1 Maine Information Line will continue to operate DHHS will send mobile Licensing staff to disaster impacted area DHHS will follow current procedures for reporting possible fraudulent activities and

actions 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 Child Care Subsidy Program.

The parent will then have 60 days to provide the required documentation to the financial eligibility staff in order to continue to be financially eligible for the Child Care Subsidy Program.

Child Care Subsidy staff will accept program applications and available documentation from families in the affected area, and will approve the Child Care Subsidy Program for a period of no longer than 60 consecutive days.

If parents cannot provide the needed verification within the timeframe requested, the Child Care Subsidy authorization will be closed on a case-by-case basis and they may be referred to MEMA Disaster Case Management Program.

DHHS staff will refer families who are newly homeless because of the disaster to the MEMA/MEVOAD Disaster Case Management Program

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F. Continue the Homeless Child Program and Expand as needed within available funds

Partners to help with function:

DHHS Child care provider Community Child Care Agencies

Steps to implement response:

Determine if DHHS providers serving the disaster area can still function. If not, determine if another DHHS provider or a voluntary organization active in disasters can cover the disaster area

Expand DHHS Child Care if there is a need for child care and if funds are available If the need exists and the funding is available, revise the contract/agreement of the

DHHS provider serving the affected area As appropriate notify partner agencies and the Child Care Subsidy Program staff of

the program expansion in the disaster area

G. Protective Action Implementation

The Maine DHHS will continuously provide up-to-date accurate information to the Child care provider and program staff using a variety of communications methods both pre-disaster, during and post-disaster. Maine CDC will initiate the Vulnerable Populations Communications Plan (VCPC) to communicate public health and emergency management risk communications to vulnerable populations and individuals with functional access needs within the state. Maine DHHS/CDC will activate their MOU with 2-1-1 Maine to establish a 24/7 Call Center to ensure up-to-date information is available to the public at all times, including evacuation and reunification sites for children and their families.

H. Short-Term Needs

In the short term, the Maine DHHS will need to focus on providing emergency information and specific actions for child care provider to ensure the children in their care are kept safely removed from any potential hazards. Each Child care provider will be expected to initiate their written emergency operations plans to include safe evacuations and how parents and children will be reunited following an evacuation. DHHS/OCFS will assess the initial needs of each child care program to resume operations, identify facility needs and check on the status of available childcare staff and volunteers.

I. Long-Term Needs

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If the disaster and public health emergency is of a long-term nature, the Maine DHHS supplies, equipment, trained and qualified staff and healthcare volunteer resources will become depleted. As it becomes obvious that the Maine DHHS will require additional resources to support the child care infrastructure and resumption of operations, the Maine DHHS/CDC will activate MOUs and MOAs to request resources from MEMA and other partners within the state, from adjacent states, U.S. Region I Office of Child Care and U.S. CDC, National Center for Missing and Exploited Children, Save the Children, SAMHSA-Disaster Technical Assistance Center and other federal agencies.

III. Organization and Assignment of Responsibilities

A. General

Maine DHHS will work closely with all emergency management partners to support the local response to a disaster impacting the child care infrastructure. The Maine CDC is prepared to partially or fully activate the Public Health Emergency Operations Center to provide the needed support, as well as request assistance from response partners, if the state resources are unable to meet the needs of child care providers and the children and families they serve.

B. Organization

Various divisions of the Maine DHHS will have designated responsibilities to respond to a disaster impacting the child care infrastructure, child care provider, children, parents and legal guardians, and the general public. Those Maine DHHS Divisions involved in support of the Child Care in Disasters annex include Office of Child and Family Services, CDC Public Health Emergency Preparedness Program, Division of Environmental and Community Health, Substance Abuse and Mental Health Services, Office of Aging and Disability Services, Office of MaineCare, Public Health Nursing, Maine DHHS field staff and other support functions.

C. Assignment of Responsibilities

The DHHS divisions involved in response to a disruption in the child care infrastructure will assume the following responsibilities within the framework of Incident Command Structure (ICS):

Office of Child and Family Services will be the lead:

To develop a Child Care in Disasters Annex and maintain the document To activate the Child Care in Disasters Annex with other DHHS divisions

supporting child care providers

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To coordinate the OCFS support functions To advocate for children and their families impacted prior to, during and

following disasters and public health emergencies To provide clinical guidance to clinicians and disaster behavioral health

volunteer responders on services for children impacted by traumatic events during and following an incident

Develop continuity plans for child care subsidy payments

DHHS Division of Environmental and Community Health

Participate in the child care emergency preparedness planning, i.e. Licensing and Regulatory Child Care waivers during an emergency

Train appropriate DHHS staff, i.e. OCFS, SAMS in the Child Care in Disaster Annex to identify their roles and responsibilities

To maintain up-to-date database information on child care provider

DHHS Office of Public Health Emergency Preparedness

To assist DHHS divisions in creating Emergency Operations Plans, with Division Annexes that identifies the roles and responsibilities during a disaster or public health emergency event

To facilitate the activation of the Public Health Emergency Operations Center To coordinate the Public Health response that impacts children and Child

care provider and will facilitate the resumption of their programs following an incident

To deploy pre-screened medical support personnel and disaster behavioral health response team members from Maine Responds and the Medical Reserve Corps; and the Disaster Behavioral Health Program

To deploy supplies and equipment from the Maine DHHS/CDC cache as needed, such as vaccines, durable medical equipment, to Child Care Programs that are sheltering-in-place, temporary shelters or within healthcare facilities

To coordinate with emergency response partners and healthcare providers To recommend the declaration of a Public Health emergency as appropriate To provide guidance for Crisis Standards of Care To activate patient tracking and hospital bed availability during a medical

surge To maintain situation awareness within DHHS divisions and MEMA via EM

Resource and HAN messages

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D. Support FunctionsMaine DHHS will be collaborating with other response partners to coordinate an emergency response to ensure the safety and protections of children within Child Care Centers and Family Care Programs.

Maine National Guard: Assist with evacuation and transportation; when possible to provide security at temporary shelter operations

Maine Emergency Management Agency: to provide damage assessment information, technical expertise; to liaison with federal partners and programs that will have a benefit for Child Care operations

2-1-1 Maine: 24/7 Call Center with a MOU with CDC and MEMA to be provide operational support and public information

Maine Intelligence and Analysis Center provides medical intelligence and information sharing

Maine Primary Care Association: serves as a resource to federally qualified health care centers and rural health clinics on dealing with pediatric direct patient care

Maine Hospital Association: information sharing and resources Maine Voluntary Organizations Active in Disaster: Liaison to national

affiliate organizations that can provide child care and respite services for parents in temporary shelters and Disaster Recovery Centers

Response Priorities

Response, as described in this plan, involves human service missions for disasters and public health emergency events that require a coordinated DHHS Division’s response, such as:

Major disasters and emergencies that overwhelm the local and regional childcare systems need DHHS to coordinate efforts that support at-risk children; also it usually requires an emergency declaration from the Governor of Maine.

A commitment of resources, personnel and funds from DHHS to provide childcare services to children, parents and Child care provider.

The response is initiated immediately after the disaster incident occurs and sometimes may be initiated while the disaster is still occurring. During this phase, DHHS Divisions will implement the plans that have been created during the preparedness phase. The response requires Divisions to participate in activities to assess the status of child care infrastructure and support the resumption of child care activities in the disaster affected area. Activities to be completed in the response phase by DHHS Divisions involved in this plan are included in the Response Table 1.2. Most disasters in the State of Maine begin to transition to recovery 72 hours after the disaster begins. Sometimes, however, disasters are sequential

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and compounding, and the response is prolonged. The purpose of the response is to meet the immediate life-safety needs of those directly impacted.

Child Care in Disasters Response Table 1.2

Office of Child and Family Services

Department of Health & Human Services

Public Health Emergency Preparedness Staff

Plan Development Activate the Child Care in Disaster Annex when needed

Implement designated roles in the Emergency Operations Plan and annexes

Implement designated roles in the DHHS Emergency Operations Plan and annexes

Communication Implement the communication protocols for collecting and disseminating information to partners, providers and families and sharing information between agencies

Implement the communication protocols outlined in the EOP

Implement the communication protocols outlined in the EOP

Activate meetings from daily conference calls to in-person meetings to assess support for disaster-caused needs

Functional and access needs considerations should be embedded in every aspect and at every level of communications; plain language, multiple languages, audio, visual, print, web, social media, culturally sensitive for providers, families, individuals and the general public

Send a HAN alert to designated staff using Alert Level 1-2--3 notification system

Functional and access needs considerations should be embedded in every aspect and at every level of communications; plan language, multiple languages, audio, visual, print, web, social media, culturally sensitive for families and general public

Implement CDC Vulnerable Populations Communication Plans

Continuity of Operations Plans

Implement the COOP to continue OCFS operations that address essential functions and childcare services

Implement the COOP and EOP to continue vital childcare services and interdependence with OCFS and Providers

Implement plan to continue to support OCFS and DHHS divisions

Keep data systems operating and vital records secure. Use back-up systems as

Implement continuity of operations plans for licensing functions during an event

Keep communications and data systems working and vital records secure.

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neededImplement plan to continue childcare referrals and provider support

Implement continuity plans for child care subsidy payments and authorizations to impacted families

Continue to send HAN advisory on the response activities

Keep data systems operating and vital records secure. Use back- up systems as needed

Mobilize Maine Responds pre-credentialed volunteers to specific childcare facilities to support staffing needs

Designated staff for joint response

Assist in the identification of provider, family, and community needs related to child care

Continue to support OCFS in data and needs assessment, including information sharing from other DHHS divisions

Set up the Public Health EOC with designated and trained staff to support DHHS responses

Designated staff will communicate with PH/MEMA EOC and advocate for resources needed for immediate response needs, i.e. food, shelter, relocation of children, etc. related to child care from Child care provider and local communities

Support OCFS in communicating on current child care resource needs to the Logistics Officer at the PH/MEMA EOC

Advocate with ESF #6 seat at MEMA to facilitate resources for providers, family and community needs related to child care

Waivers and Subsidy authorizations

Gather information from Child care provider and compile information from the assessments, and share complied provider information with leadership at DHHS, DLRS, CDC, MEMA

Implement revisions and waivers within the licensing processing to expedite payments and subsidies to existing and new providers

Request Disaster Damage Assessments, Number of injuries and fatalities within impacted communities by zip code, individual child care facilities withMEMA/Police/Fire/EMS

Enter appropriate disaster-impacted Child care provider information into a Disaster Response database

Provide technical assistance and communications to Child care provider and families related to revision and waivers in licensing and certification rules

Implement Fatality Management Plan, an Annex to the Maine CDC Emergency Operations Plan

Determine if child care licensing and subsidies should be revised or exceptions granted, in coordination with DECH. If appropriate, notify the MEMA EOC so this information can be included in the Governor’s

Communicate with Fire Marshall to gather Disaster Damage Assessments on impacted home-based and child care facilities; schools, healthcare organizations and businesses in impacted communities

Send a HAN to Healthcare Coalitions and Hospitals regarding the potential for medical and behavioral health surges of children and their families into their facilities and emergency departments

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ProclamationProvider Preparedness

Provide Child care provider with Disaster Distress Hotline, 2-1-1, and other SAMHSA behavioral health resources for staff and family members

Establish a timeline for recovery efforts, i.e. Identify resources; and funding to help facilitate emergency response activities

Implement the Disaster Behavioral Health Annex to the Maine CDC Plan; HAN communications to DBHRT with appropriate alert status

Disseminate information related to disaster response and recovery process to Child care provider and families

Continue to update the www.Maine.gov website with resource and information sharing to the general public, Child care provider and schools

Information sharing with Behavioral Health Providers and Crisis Agencies regarding possible behavioral health surge of children, families and Child care provider

Represent the needs and advocate for resumption of child care systems of care to DHHS and other grant administrators

Advocate with Maine Legislators and the Governor’s Office, ACF and other federal grant administrators on status of impacts on the Child care provider and children during the response and recovery phases

Alert ASPR and U.S. CDC about needs of child care system during response and recovery phases

To distribute the SAMHS and DBH resources and materials for disaster materials on coping with disasters and traumatic events for adults, teens and children to Child care provider

SAMHS will provide information and resources to impacted communities, parents and legal guardians on adults coping with disasters and traumatic events; and resources for behavioral health providers dealing with children impacted by traumatic events

To provide disaster specific resources of coping skills, dealing with traumatic events for adults and children, training on Psychological First Aid to DHHS and Behavioral health partners; and childcare providers

Emergency Contact List

Use the Child care provider contact list to support ongoing response efforts. Update information as needed and provide to DHHS

Continue to update the licensing within the child care system and advise OFCS regularly on updates on providers

Maintain an updated contact list for OCFS and DHHS designated leadership at PH and MEMA EOC desks

Recovery Priorities

As soon as the agencies and licensed and certified child care infrastructure are no longer immediately responding or overwhelmed, the response phase ends.

Recovery is intended to help providers:

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Recover and establish their “new normal” mode of operating. In many cases, disaster assistance will not make providers “whole” or restore them immediately to their previous level of operations.

Identify unmet behavioral health needs for children and families and target specific evidence-based interventions to promote long-term recovery.

Childcare needs often emerge or intensify during recovery, impeding individual and community resilience. The provision of DHHS programs is a critical part of a multi-sector recovery approach that engages the childcare licensed facilities, family Child care provider, local and state behavioral health services; and voluntary organizations active in disasters. See Table 1.3 Recovery.

Child Care in Disasters Recovery Table 1.3

Office of Children and Family Services

Department of Health & Human Services

Public Health Emergency Preparedness

Plan Maintenance Follow the Child Care in Disasters annex to bring the child care infrastructure to recovery. Update Annex within DHHS Plan

Participate in the briefing to include relevant lessons learned Update DHHS Emergency Operations Plan division annexes

Participate in the briefings to include relevant lessons learned

Recovery plans will be culturally sensitive and strengths based

Recovery plans will be culturally sensitive and strengths based

Recovery plans will be culturally sensitive and strengths based

Communication Coordinate a briefing with partners and providers with communication resources and information sharing

Continue to follow communication protocols; and update www.Maine.gov

Continue to provide update to Emergency Response and Health Care Partners Update Public Health activities on www.MaineCDC.govand EM Resource

Continue to lead meetings and participate in community events on recovery

Report to Governor’s office, Legislators and community partners about activities provided

Participate in MEMA after action briefing on response activities

Functional and access needs should be embedded in every aspect and at every level of communications; plan language, multiple languages, audio, visual, print, web, social media, culturally sensitive

Functional and access needs should be embedded in every aspect and at every level of communications; plan language, multiple languages, audio, visual, print, web, social media, culturally sensitive methods appropriate for individuals and families with functional access

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needs. To distribute the SAMHS and DBH resources and disaster materials on coping with disasters and traumatic events for adults, teens and children

SAMHS will provide information and resources to impacted communities, parents and legal guardians on adults coping with disasters and traumatic events; and resources for behavioral health providers dealing with children impacted by traumatic events

To provide disaster specific resources of coping skills, dealing with traumatic events for adults and children, training on Skills for Psychological Recovery to DHHS and Behavioral Health partners; identify resources for Compassion Fatigue and Responder Health and Safety training

Designated Staff for joint response

Restore OCFS functions to pre-disruption levels of operation until the COOP is no longer needed

Bring DHHS division operations back to pre-disruption levels until the COOP is no longer needed

Demobilize staff and De-activate the PH EOC Create a report on activities

Communicate with PHEP and MEMA EOC on the resumption of the child care infrastructure

Support OFCS in communicating child care resource needs to resume the child care infrastructure

Public Information Officers will incorporate multiple approaches to accommodate functional and access needs of vulnerable populations when disseminating information to the media, families, the general public

OCFS staff should reflect the populations they serve, and be trained to assist with a broad array of functional and access needs; culturally sensitive and strengths-based approach

DHHS program staff should reflect the populations they serve, and be trained to assist with a broad array of functional and access needs; be culturally sensitive and strengths based

Continuity of Operations

Assist in the identification of provider, family and community needs related to child care and family reunification. Relay information to DHHS and advocate for resources needed to resume child care operations and facilitate family reunifications.

Identify federal funding sources for Recovery efforts and rebuilding child care infrastructure and facilities, i.e. ACF Building grants, Sandy Recovery Improvement Act of 2013 (SRIA) and FEMA, U.S. CDC and ASPR resources

Coordinate federal funding sources to provide child care expenses, rebuilding of child care facilities, and other programs Update referral database for appropriate and certified resources

Update referral databases so referrals are not made to providers who are now closed

Update provider lists and contact information

Continue to provide supportive behavioral health services for Child care provider, OFCS and DHHS staff members

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Ongoing Assessments Continue to share updated results from the initial assessment forms with partners and DHHS, LDRS and CDC and MEMA

Use results of initial assessment form to support resource requests from the community

Assist in collection of initial assessment forms from healthcare partners

Share information collected with Region 1 Office of Child Care Data Collection forms with DHHS

Share information collected with Region 1 Office of Child Care Data Collection forms with appropriate state and federal partners

Work with Maine State Police Missing Children’s Clearinghouse to help facilitate family reunification plans

Revision of waivers and regulations

Provide DHHS with child care waivers that were received during a disaster. Determine if these were most appropriate and what else may be required to support the resumption of the childcare infrastructure

Review the waivers impacting licensing and certification of child care programs that were revised during a disaster. Determine if these were most appropriate and what else may be required to support the resumption of the child care infrastructure

Request DLRS to contact the Region I Office of Child Care to determine whether an amendment to Maine’s Children in Disasters Annex is necessary.

Review the OCFS changes with the Region I Office of Child Care to determine whether an amendment to Maine’s Children in Disasters Annex is necessary. If warranted, submit an amendment.

Emergency Contacts Maintain, update and distribute the Maine Child Care emergency response contact list on a quarterly basis

Keep the updated child care emergency response contact list accessible

Keep updated child care emergency response contact list within HAN and “S” drive

Provider support Continue to disseminate information related to disaster preparedness to providers and parents.

Determine if Child care provider’s Emergency Plans including Evacuation and Reunification are appropriate and responsive to the recovery needs of children

Help to facilitate changes to Child care provider’s Emergency Plans including evacuation and reunification with “best practices” from other states and federal programs

Represent the needs of Child care provider and parents within disaster recovery programs; including behavioral health and economic stimulus programs

Represent the needs of Child care provider and parents around emergency preparedness and recovery with elected officials

Promote training and technical assistance to providers and parents around disaster preparedness, specifically reunification at centers and schools

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Coordinate with Fire Marshall on re-openings, health and sanitation and safety of child care facilities and homes

IV Concept of Operations

The Department of Health and Human Services, Office of Children and Family Services coordinates with DHHS/Maine CDC Office of Public Health Emergency Preparedness and Maine Emergency Management Agency 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 EOC. Information will be received from the local towns, regions and state partners by way of the County Emergency Managers, Regional Resource Directors, Child care provider and DHHS field staff. The DHHS Child Care in Disasters annex will 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 COOP will be activated at Level 2.

Activation will be triggered by the request to support Child care provider impacted at the local level due to a real or anticipated reduction in child care services, facility evacuations or closures.

F. Continue to Process Family Child care provider

Systems needed to continue the essential functions:

Eligibility workers and Licensing staff to verify information and applications Background Check system

Steps to re-establish functions:

Accept and process applications for new family Child care provider following the normal process.

G. Child Care in Shelters and Disaster Recovery Centers

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State law differentiates between child care centers and or family child care programs that provide formal child care and exempt child care.

In a disaster or public health emergency, Red Cross or alternate care sites may provide a mass care response, including temporary shelters, mass feeding, water, healthcare services and emergency supplies. Red Cross does not generally allow formal child care operations in shelters, but does allow “respite” care where the parents and legal guardians are on the premises and allowed to pursue essential recovery activities.

Non-profit organizations including the Church of the Brethren’s Children’s Disaster Services and Save the Children may be called upon to provide respite care for children and parents.

Family Reunification addresses integrating and coordinating factors across levels of state government and between various agencies to successfully facilitate reunification of unaccompanied minor children with their parents and legal guardians.

The U.S. Department of Homeland Security FEMA program, the American Red Cross, U.S. Department of Health and Human Services and the National Center for Missing and Exploited Children published the November 2013 Post-Disaster Reunification of Children: A Nationwide Approach to develop a holistic and fundamental baseline for reunifying children separated as a result of disasters and public health emergencies.

H. Suggested steps for Family Reunification planning to be included in DHHS Emergency Preparedness Plans:

1. Identify the unaccompanied minor and gather informationa. Determine whether the Child care provider can accurately identify and provide

information on the minor child’s parent or legal guardian contacts.b. Gather all the information possible on the unaccompanied minor, e.g. name, age,

pre-disaster address, name of parent/guardians, last known whereabouts of parents or legal guardians, relatives contact information both in state and outside state, and when possible, any disabilities, access and functional needs, or medical needs. If available, each child should be issued a wristband with a unique identifying number.

c. If the child or Child care provider is unable to provide information, then proceed with processes and procedures identified within the state for checking identification, e.g. checking fingerprints, etc.

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d. The UMR http://umr.missingkids.com is hosted by National Center for Missing and Exploited Children and can be used by state DHHS divisions and emergency planning managers, and other reunification stakeholders to assist with reunification efforts, planning and strategies.

2. Alert Office of Child and Family Services, DHHS Divisions, and when applicable, other responsible partners, i.e. law enforcement, school districts, child welfare/protective services authorities.

a. Use existing interagency coordination mechanisms to the extent possible and consider reaching out to Federal support.

b. Confirm that sufficient numbers of personnel with background checks/fingerprints are assigned to provide assistance and facilitate the safety, identification, and reunification of unaccompanied minors in an expeditious manner. Additional support services may be necessary, i.e. American Sign Language interpreters.

c. Coordination between MEMA’s Emergency Support Functions may take place within the EOC.

3. Verify the identity of a located parent or legal guardian before releasing the child to them.

a. If identification is not readily available, or if a pre-disaster custodial parent or legal guardian cannot be located or is deceased, additional verification is required. Resources for verifying the identity of children and parents/legal guardians:

I. Interviews with the child, if able to communicateII. Child Care program records and personnel

III. Court documents and records, birth records, custody (physical and legal) agreements, child support records, legal guardianship documents, wills and legal records

IV. Social Services recordsV. Fingerprinting and DNA results

VI. Interviews with family members or others acquainted with the child conducted by a designated authority with the sole purpose of establishing family links and establishing custodial or potential custodial relationships

VII. The U.S. Department of State from the countries of origin to help verify the identity of foreign children and families

VIII. Registration documents from the state licensing division

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b. Once the identity of the child and the parent or legal guardian has been verified, the next step is to determine whether they have the right to legal custody of the child before the child is released to them. Investigation and determination of custody and release of unaccompanied minors to parents and legal guardians needs to be a collaborative effort between DHHS, Maine State Police and the judicial system.

I. If a parent or legal guardian is verified as having pre-disaster legal custody of an identified child, i.e. sole or joint custody, the child should be released to that person.

II. If a parent or legal guardian or person designated as a legal guardian by the parent through a will or legal process is not located, release of the child to another relative or legal guardian may be processed through the standard judicial system protocols.

III. If a legal reason is found during verification of identity as to why a child cannot be returned to a parent or legal guardian, (e.g. parent in custody or hospitalized) standard law enforcement and DHHS protocols should be implemented.

IV. If there are any issues regarding the situation of the verified parent or legal guardian (e.g. homeless, disaster-related or behavioral health issues), the concerns should be passed along to Child Protective Services or law enforcement. Disaster can increase stress levels and can compromise a child’s well-being, consideration should be given as to whether the parent or legal guardian has the sufficient means to care for the child.

c. Disputes among adults seeking custody of unaccompanied child may occur.I. If independent adults (e.g. divorced, separated, individual legal

guardians) with verified joint legal custody of the child seek custody, the issue should be resolved through standard judicial and DHHS system protocols and processes.

II. If a parent is identified, but custody of the child is documented to be solely with a different parent or legal guardian, release of the child should not occur.

III. Disputes among family members over physical custody of a child should be resolved through standard judicial system protocols and processes in accordance with pre-existing Maine Child Custody Laws.

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4. Provide interim housing for unaccompanied minors while they await reunification.

a. During the short term, minors may be placed into temporary substitute, foster care or kinship care as they await reunification.

b. During the reunification process, permanent care arrangements, such as adoption, long term foster care or the institutionalization of children with disabilities should be avoided.

c. The unaccompanied minor should be kept informed, in an age-appropriate manner of the plans and their opinions should be taken into consideration.

d. The privacy, safety and physical, mental and behavioral health needs of the child should be taken into account when determining shelter and housing options.

e. Every effort should be taken to promote siblings being kept together as they await reunification.

f. Housing options should be accessible to children with disabilities and other access and functional needs.

5. Arrange transportation to the physical reunification of minors with parents and legal guardians

a. Once appropriate identification has been made to reunite unaccompanied minors with parents and legal guardians, arrange transportation modes to facilitate the reunification of the child.

b. Determine the mode of transport to be used (e.g. law enforcement, government vehicles, ground, air or rail transport, private or accessible transport

c. Coordinate with transportation providers, DHHS divisions, local and state governments, law enforcement agencies, international agencies, U.S. Customs and Border Protection, U. S. Department of State, foreign embassies to coordinate timing and movement plans.

d. Consider all state, national and international laws and requirements for transporting minors across borders.

6. Secure care for the child if the parent or legal guardian is not located, is deceased or incapacitated, or if the child was without care prior to the incident. The following options can be considered:

a. Identification and reunification with available and suitable alternative kinship relationship should be explored and positively identified and pass a background check.

b. Placement into child welfare system, i.e. foster care

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c. Involvement of the court system within the appropriate legal jurisdiction and or state licensing

d. Institutionalization of children with disabilities in local and state facilities should be avoided at all costs, and nontraditional solutions may need to be considered.

V. Direction Control and Coordination

A. Authority to Initiate Actions: Commissioner of the DHHS, Chief Operating Officer of The Maine Center for Disease Control, Office Director for the Office of Child and Family Services.

B. Command Responsibility for Specific Actions: Determined by the individuals listed above.

VI Information Collection and Dissemination

The Maine DHHS and OCFS will be responsible for consolidating provider and family information for release to the ACF, PHEOC and MEMA Emergency Operations Centers, etc. This information will be collected by DECH staff. At OCFS’ discretion, and at the request of the state EOC, information will be collected and shared on the state of the child care infrastructure; such as the disaster impact to the child care facilities and programs, resources needed to resume services, anticipated date(s) of a fully operational child care infrastructure post-disaster, or other relevant information.

VII Communications

See below table on “Communications with Families utilizing Child Care Programs during a Disaster”.

Communications with Families utilizing Child Care Programs during a Disaster

Issue Office of Children and Family Services

Department of Health and Human Services

Public Health Emergency Preparedness

Status of Child care provider and referrals to providers

Update provider database; may issue press/web updates for public about status of Child care provider in impacted area

Update call center staff and Leadership regarding operating status of Child care provider in impacted area. Initiate DHHS Communication protocols for public

Update Maine CDC website with approved updates for public about Child care provider in impacted area

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messagingSubsidy authorizations: new and continued

Public updates to public and partner agencies regarding subsidy availability

Provide guidance to OFCS and current Child care provider via email, fax or mail. Update call center staff to share with impacted families

Continue to maintain communications with 2-1-1 Maine on new and continued subsidy information provided by DLRS

Homeless Child Care Program Expansion

If applicable, share information about the expansion of Program with partner agencies and emergency management

If applicable, share information about the expansion with OCFS, newly homeless families needing child care assistance

Include information in Vulnerable Populations Communications to community social service providers

Emergency/Temporary Child Care

Work with DHHS to issue a press release/web updates to public

Joint press release with MEMA, CDC, OFCS updates on availability of funding

Provide information to families in temporary housing and healthcare systems through Public Health Nursing

Public Health and Environmental Issues

Receive key information from Maine CDC and make available to call center, field staff and DHHS staff through email, web updates, etc.

Distribute health information to OCFS to provide to families using providers, web updates, VPCP messages, HAN to staff and healthcare partners

Disaster Assistance available to Families and Providers

Receive information from MEMA, and CDC about availability and how to access the programs, distribute to provides, the general public and DHHS staff

Distribute disaster information to individuals and families in temporary shelters, healthcare systems, and through disaster response partners

Behavioral Health Issues

Post behavioral health resources, contact information, disseminate brochures and pamphlets; distribute to call center and DHHS staff

Distribute SAMHSA- DTAC and other research-based, evidence informed behavioral health information to individuals, families, and partner agencies working in the response. DBHRT members distribute door-to-door in impacted region

Sensitive to Functional and Access Needs

Disseminate numerous plain language messages using diverse modes and in multiple languages using a multi-disciplinary approach.

Develop plain language messages using diverse modes and in multiple languages using a multi-disciplinary approach

Implement Maine CDC Vulnerable Populations Communication Plan to inform individuals and families with functional and access needs about resources, services and child care availability

Evaluate the effectiveness of the

Outreach conducted through existing service

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outreach campaign and vulnerable populations may require a more targeted approach and report back to DHHS with results on the effectiveness

networks, audio, web, visual, social media and print media and to contracted behavioral health organizations, disability advocates and division offices

Evaluate the effectiveness of the outreach campaign and vulnerable populations may require a more targeted approach; utilize the Contract Crisis Agency to assist with outreach efforts

Reunification of Children

Collect information from Child care provider related to the reunification of children and families and share with DLRS. This information may be shared with the National Center for Missing and Exploited Children, Red Cross, Maine State Police Missing Children Clearinghouse, and others

Share information with partner agencies and providers related to the reunification of children and families. The information may be from the National Center for Missing and Exploited Children, Red Cross, Maine State Police Missing Children Clearinghouse, and others

Identify contact information for National Center for Missing and Exploited Children, Maine State Police Missing Children Clearinghouse contact, and other involved in reunification efforts

Promote the development of family disaster plans and child reunification cards that include pre-determined methods to notify and contact family members in the state and outside the impacted areas; family meeting locations, alternate transportation plans, procedures for collecting children from Child Care Centers and child care programs

DLRS licensing requirement that Child Care programs and educational facilities have established relationships, build and maintain emergency preparedness plans and conduct drills and exercises with first responders and emergency preparedness management agencies; and to share emergency preparedness plans with parents and legal guardians, especially on child reunification protocols.

Regional Resource Directors, PHEP staff inquire and document if health care facilities have emergency preparedness plans that specifically address the reunification of children with their parents and legal guardians, and address the child’s health care needs, to include children with mobility, chronic health conditions, and communication challenges.Reunification procedures should include pediatric patients as well as children of employees required to work during

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the disaster or public health emergency.

Share the FERPA exceptions determined by DHHS with Child care provider and partner agencies, OCFS staff

Identify role of EMS in transportation of children in child care programs to healthcare facilities or shelters; HIPPA rules and regulations and notification process

Identify role of EMS in transportation of children in child care programs; HIPPA rules and regulations and notification process, tracking the movement of pediatric patients when relocating to a new facility due to a no-notice event.

Determine the exceptions that can be made to the privacy requirements contained within HIPPA to allow the sharing of information in certain emergency situations with DHHS divisions

Document and share with healthcare providers and pre-hospital providers the exceptions made to the privacy requirements of HIPPA to allow the sharing of information in certain emergency situations

Outline exceptions to FERPA privacy rules to allow under certain circumstances schools to disclose records without consent to comply with a judicial order or lawfully issued subpoena to public health officers; local and state authorities within a juvenile justice system and share with Department of Education and DHHS divisions

Document and share with healthcare providers the DLRS exceptions to FERPA privacy rules allowed under certain circumstances for schools to disclose records without consent to comply with a judicial order or lawfully issued subpoena to public health officers; local and state authorities within a juvenile justice system

VIII Administration, Finance and Logistics

A. AdministrationThe Public Health Emergency Operations Center has a designated position of Planning Section Chief. This position is responsible for collecting and compiling all event documentation including an Incident Action Plan and all completed ICS forms. These official records serve to document the response and recovery process of the Maine CDC and provide an historical record as well as form the basis for cost recovery, identification of insurance needs and will guide mitigation strategies.

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B. FinanceEach Maine DHHS Division Head will submit reports/ledgers to the Public Health EOC Finance Section Chief relating to their department’s expenditures and obligations during the emergency situation as described by the Department of Emergency Management and Homeland Security. All original documents will be forwarded to the Planning Section Chief for the official records. A financial report will be compiled, analyzed and submitted to DHHS for possible reimbursement following the event.

When local and state resources prove to be inadequate during emergency operations, requests should be made to obtain assistance from the Region 1 Emergency Coordinator and other agencies in accordance with existing mutual aid agreements and understandings including the Emergency Management Assistance Compact (EMAC) and Interstate Emergency Management Assistance Compact (IEMAC) or any real-time emergency negotiated agreements. All the financial requests will be approved by the DHHS Commissioner’s Office or their designee.

C. Logistics

Maine CDC and DHHS divisions have identified and acquired key resources in advance of a disaster, storing them in various locations throughout the state and stands ready to deploy them as necessary. During an actual disaster or public health emergency, Maine DHHS through the Public Health EOC will receive requests for resources, will arrange for distribution of needed resources, materials and supplies to areas of need, and will attempt to obtain additional resources that are in short supply, through other state and federal agencies or private partnerships. An MOU between MEMA, Maine CDC and a nonprofit corporation is currently in place to provide durable medical goods and equipment to support medical operations, alternate care sites and health services at general population Red Cross shelters with particular emphasis on the functional and access needs of children in the event that state or federal resources are no longer available.

IX Annex Development and Maintenance

A. DevelopmentThe Child Care in Disasters Annex to the DHHS All Hazards Emergency Operations Plan is developed by the Office of Child and Family Services, in close cooperation with internal response partners, including Public Health Emergency Preparedness Program, Division Environmental and Community Health, Substance Abuse and Mental Health Services, Office of Aging and Disability Services; and external response partners including but not limited to Emergency Medical Services, MEMA, 2-1-1 Maine.

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B. MaintenanceThe Child Care in Disasters Annex will be reviewed by the Office of Child and Family Services, Maine CDC Public Health Emergency Preparedness, and the Division of Environmental and Community Health, and each office will designate appropriate staff to conduct a review of the plan on an annual basis. The review will include the overall annual review of the Maine DHHS All Hazards Emergency Operations Plan (needs development). The Plan will be updated to reflect Lessons Learned as they emerge from After Action Reports and Division’s policy and regulation changes with Implementation Plans following a real event or planned training exercise.

The Public Health Emergency Preparedness Director will ensure that the Child Care in Disasters Annex is reviewed by stakeholders within DHHS and appropriate subject matter experts a minimum of every two to four years.

X. Authorities and References

A. Legal AuthorityFederal

Presidential Policy Directive(PPD) 8: National Preparedness Sections 319C-1 and 319C-2 of the Public Health Service (PHS) Act as

amended by the Pandemic and All-Hazards Preparedness Act ({AHPA) (P.I., 109-417) (201.13)

Sandy Recovery Improvement Act of 2013 (SRIA), Pub. L. No.113-2 Post-Disaster Reunification of Children: A Nationwide Approach

(November 2013) FEMA, U.S. HHS, National American Red Cross, U.S Department of Education, National Center for Missing and Exploited Children under 42 U.S.C. 5773

Code of Federal Regulations (CFR) Title 44, Chapter 1, FEMA, October 1, 2012.

Section 689 (b) of the Robert T. Stafford Disaster Relief and Assistance Act, Pub. 1, No 93-288

Federal Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g.34CFR Part 99)

Individuals with Disabilities Education Act (IDEA) Part B. American with Disabilities Act of 1990 amended by the Americans with

Disabilities Act Amendments of 2008, Public Law 110-325 CCDBG Act (42 U.S.C. §9858 et. Seq.) Section 418 of the Social Security Act

(42 U.S.C. § 618)

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U.S. Department of Homeland Security: Interagency Coordinating Council on Emergency Preparedness and Individuals with Disabilities, Executive Order 13347.

H.R. 3858 Pets Evacuation and Transportation Standard Act of 2006, (PETS)Public Law 109-308: {to accommodate people with service animals}

Post-Katrina Emergency Management Reform Act of 2006, Public Law 109-295, Section 689b. “Reunification”

Homeland Security Presidential Directive 5, Management of Domestic Incidents, February 28, 2003

Homeland Security Act of 2002. (HSA) Public Law 107-296 as amended, 6, U.S.C. 101, ET. seq.

Interstate Compact for the Placement of Children: Article V Uniform Child Custody Jurisdiction and Enforcement Act, 1997 Health Insurance Portability and Accountability Act (HIPAA) of 1996 U.S. DHHS: Indian Child Welfare Act of 1978 Rehabilitation Act of 1973, Section 504 - 508

State

Rules for the Licensing of Child Care Facilities, 22 M.R.S.A. § 8301-a, §8302-a AND 8§402-A

Additional Rules for 22 M.R.S.A., Chapter II. SMALL CHILDCARE FACILITY, Rules 25-26

Rules for the Certification of Family Child care provider, 22 M.R.S.A. § Chapters 1661 and 1673

Chapter 634, S.P. 789. L.D. 2044, “An Act to Enhance the Protection of Maine’s Families from Terrorism and Natural Disasters”

Title 22: HEALTH AND WELFARE Subtitle 2: HEALTH Part 3: PUBLIC HEALTH HEADING: PL 1989, C. 487. &11 (RRPR): Chapter 250: CONTROL OF NOTIFIABLE DISEASES AND CONDITIONS HEADING: PL. 1989, c. 487. § 11 (RPR): 2005, c. 383, & 1 (RPR)

References FEMA MGT-439 “Pediatric Disaster Response and Emergency Preparedness”

Participant Guide, May 2014 Washington State “Child Care in Disasters and Emergency Plan”, WA DSHS and State

Department of Early Learning, January 2015

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Missouri Department of Social Services Children’s Division, “Child Care Assistance Program Disaster Plan” (2013)

Vermont State “Child Care in Disasters and Emergencies Planning” (2012) U.S. Department of Health and Human Services, Administration for Children and

Families, Office of Child Care (OCC), Log No. CCDF-ACF-IM-2011-01 DHHS/Maine CDC Annex; crMedical Surge, Maine CDC All-Hazards Emergency

Operations Plan (2014) National Commission on Children and Disasters Report (2010)

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Appendix A:

Emergency Preparedness and Response Resources on Child Care

Resources from the Office of Child Care (OCC)

Information Memorandum: Flexibility in Spending CCDF Funds in Response to Federal or State Declared Emergency Situations (ACYF-EM-CC-05-03) This information provides guidance to Lead agencies regarding the flexibility to spend CCDF funds to respond to disasters and emergencies. Describes several options for funds to help meet the child care needs of families within the flexibility of the block grant program. For example, States have the flexibility to modify eligibility criteria to permit uninterrupted child care or to prioritize services to impacted families. States also have the flexibility to use quality dollars to provide supply-building grants to providers or to support the temporary child care in the aftermath of a disaster. Refer to: http://www.acf.hhs.gov/programs/ccb/initiatives/emergency/index.htm

Information Memorandum: FEMA Disaster Assistance FAC Sheet, Public Assistance for Child Care Services (CCDF-ACF-IM-2010-01) This information memo transmits a fact sheet published by FEMA regarding reimbursement for child care services during federally declared major disasters through the Public Assistance Grant program. The FEMA guidance outlines reimbursable costs for child care including reimbursement for provision of temporary child care as part of the emergency sheltering efforts, temporary re-location of facilities to re-establish child care services, and repair, restoration, or replacement of public and non-profit child care facilities. Refer to: http://www.acf.hhs.gov/program/ccb/initiatives/emergency/index.htm

Emergency Preparedness and Response Resources for Child Care: OCC has developed the Child Care Resources for Disasters and Emergencies website. Refer to: http://www.acf.hhs.gov/programs/ccb/initiatives/emergency/index.htm

Response Resources from Partner Agencies and Organizations

Administration for Children and Families (ACF) Office of Head Start (OHS): Head Start Preparedness Manual (ACF-IM-09-09) This manual was created to support Head Start program administrators and staff in the implementation of emergency preparedness plans. The manual includes information on the four phases of an emergency, i.e. Planning, Impact, Relief and Recovery, The Practice-

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Review-Revise-Cycle, and how to plan and prepare for specific emergency situations. Refer to:http://www.headstartresourcecenter.org/assets/files/EPrep%20Manual%20v22.pdf

Administration for Children and Families (ACF), Office of Human Services Emergency Preparedness and Response (OHSEPR) Provides leadership in human services emergency preparedness and response while promoting self-sufficiency of individuals, families and special needs populations prior to, during and after disasters. Refer to: http://www.acf.hhs.gov/ohsepr

American Academy of Pediatrics: Preparing Child Care Programs for Pandemic Influenza: This web page provides specific guidance for early child care and education programs to better prepare for pandemic influenza. During a pandemic, a strong connection between child care and public health leaders is critical because recommendations and communication strategies evolve rapidly. Refer to: http://www.aap.org/disasters/pandemic-flu-cc.cfm

Federal Emergency Management Agency’s (FEMA) Children’s Working Group The Children’s Working Group is responsible for leading FEMA’s efforts, in partnership with other Federal agencies and non-governmental stakeholders, to ensure that the needs of children are considered and integrated into all disaster planning, preparedness, response and recovery efforts when initiated at the Federal level. Refer to: http://www.fema.gov/government/grant/pa/9580_107.shtm or http://www.fema.gov/about/cwg.shtm

FEMA: Comprehensive Preparedness Guide (CPG 502) Guide 502 focuses on Emergency Operations Centers and outlines familiarization with Capabilities, needs and requirements, establishing partnerships, determining processes and training, and workshops and exercises. Refer to: http://www.fema.gov/prepared/plan.shtm

National Association of Child Care Resources and Referral Agencies (NACCRRA) This website includes planning materials for resources and referral agencies and Child care provider. Publications include: Protecting Children in Child Care during Emergencies; Recommended State and National Standards for Family Child Care Homes and Child Care Centers; Is Child Care Ready?: A Disaster Planning Guide for Child Care Resources & Referral Agencies; Disaster Preparedness: A Training for Child Care Centers; and Disaster Preparation: A Training for Family Child care provider. Refer to: http://www.naccrra.org/disaster

National Child Care Information and Technical Assistance Center (NCCIC): Emergency Preparedness Resources Resources for policy makers, providers, and parents about preparing for and responding to emergencies in child care settings. Publications include: Emergency Preparedness Planning for State Child Care Licensing Administrators, Emergency Preparedness Regulations for Reuniting Children and Parents; and Emergency

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Preparedness: Regulatory Guidelines for Sheltering Children in Place. Refer to: http://nccic.acf.hhs.gov/topic/health-safety/emerency-preparedness

National Commission on Children and Disasters (NCCD): This site includes information about the Commission as well as the October 2010 Report to the President and Congress to include the “standards and indicators for Disaster Shelter Care for Children” which is located in Appendix E of the report. Refer to: http://www.childrenanddisasters.acf.hhs.gov

National Resource Center for Health and Safety in Child Care and Early Education: Caring for Our Children: National Health and Safety Performance Standards: Guidelines for Out-of-Home Child Care, 2nd edition: This guidance includes recommended standards for written evacuation plans and drills, planning for care of children with special needs, and emergency procedures related to transportation and emergency contact information for parents. Refer to: http://nrckids.org/CFOC/

Office of Child Care Regional Program Managers: Region 1Shireen Riley, HHS/ACFJohn F. Kennedy Federal Building20th Floor, Suite 202515 New Sudbury Street, Boston MA 02203Phone: (617) 565-1152 Fax: (617) 565-1578Email: shireen.riley@acf.hhs.gov

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Appendix C Disaster Proclamation and Response Process

All disasters and all responses begin and end at the local level. When a local community experiences an incident that exceeds its capacity to respond, the community may request assistance from its county emergency management office. If the county believes that it needs additional resources to meet the need, it may request assistance from other counties or from the state through the PHEOC or MEMA EOC.

The Governor of Maine may proclaim a “state of emergency” for a portion of the state or the entire state and invoke response and recovery actions. The Governor’s proclamation allows expeditious resource procurement and directs maximum use of state assets and capabilities. The Governor will request that the President declares a disaster in the state.

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D i s a s t e r

Local community responds calls

“disaster”

Local community requests county

Assistance

County requests assist from state

Governor issues an

emergency proclamation

State requests Federal Assets

President declares a disaster

FEMA coordinates with Federal agencies to provide assets via

MEMA/DHHS

Assistance provided to local community via County EMA /DHHS

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The state may then request assistance from the Federal Emergency Management Agency (FEMA)

State of emergency is defined by section 102 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S. C. 5122

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