CDMIS User Manual - Child Development (CA Dept of · Web viewA CDMIS Test Web site ( is available for agencies to test their electronic file for errors prior to submitting it to the

Child Development ManagementInformation System (CDMIS)

CDMIS User ManualA Guide for Program Staff

Version 7.011/21/2017

Early Education and Support DivisionCalifornia Department of Education1430 N. Street, Suite 3410Sacramento, CA 95814-5901

Telephone Support: 916-445-1907E-mail Support: [email protected] Contractor Information: https://www.cde.ca.gov/sp/cd/ci/

This version supersedes previous versions of this guide.

Table of Contents

Revision History...............................................................................................................1

Security and Privacy........................................................................................................2

Chapter 1: Overview........................................................................................................3

1.1 Overview.................................................................................................................4

1.2 CDD-801A, Monthly Child Care Population Information.........................................4

1.3 CDD-801B, Monthly Sample Report.......................................................................4

1.4 Managing Agency Information................................................................................4

Chapter 2: System Access...............................................................................................5

2.1 Log on to the CDMIS..............................................................................................6

2.2 About Super Users and Users................................................................................7

2.3 Add/Edit Users........................................................................................................8

2.4 System Updates...................................................................................................13

Chapter 3: CDD-801A Reporting...................................................................................14

3.1 CDD-801A Report Overview.................................................................................15

3.2 Data Definitions....................................................................................................17

3.3 Web Input: Step-by-Step Instructions...................................................................17

3.4 File Upload: Step-by-Step Instructions.................................................................20

Chapter 4: CDD-801B Sample.......................................................................................34

4.1 CDD-801B Sample Overview...............................................................................35

4.2 Data Definitions....................................................................................................35

4.3 Step-by-Step Instructions.....................................................................................35

Chapter 5: Manage Program Information.......................................................................41

5.1 Update Agency Information Overview..................................................................42

5.2 Edit Executive Director Information......................................................................42

5.3 Edit Program Director Information........................................................................43

5.3 Add/Edit Sub-Agencies.........................................................................................52

5.4 Add/Edit Sites or Offices.......................................................................................55

5.5 Add/Edit FCCH.....................................................................................................69

5.6 Report No Services..............................................................................................74

Appendix List..................................................................................................................75

Appendix A: File Format Specifications..........................................................................76

Appendix B: Child Care Family Fee Schedule...............................................................81

Appendix C: Fiscal Apportionment Analyst Directory.....................................................82

Appendix D: Data Definitions.........................................................................................83

Data Definitions Overview..........................................................................................83

CDD-801A Data Definitions........................................................................................83

Report Month/Year [CDD-801A electronic file transfer only]...................................83

Vendor Number/Submission Code [CDD-801A electronic file transfer only]...........85

Family Identification/Case Number (FICN).............................................................87

Head-of-Household Social Security Number..........................................................91

Head-of-Household Last Name...............................................................................95

Head-of-Household First Name..............................................................................98

Head-of-Household Middle Initial..........................................................................101

Head-of-Household Zip Code...............................................................................103

TANF/CalWORKs Cash Aid Recipient..................................................................106

Family Income Greater Than 70 Percent of State Median Income Level..............109

Reason for Receiving Child Development Services..............................................114

Head-of-Household Federal Information Processing Standards (FIPS) Code......119

Family Start Date [CDD-801A only]......................................................................121

Monthly Family Income.........................................................................................124

Family Size...........................................................................................................129

Child Last Name...................................................................................................133

Child First Name...................................................................................................136

Child Middle Initial.................................................................................................139

Child’s Ethnicity.....................................................................................................141

Child’s Race..........................................................................................................143

Child Gender.........................................................................................................146

Child Date of Birth.................................................................................................148

Child Has Individualized Education Program (IEP)...............................................151

Child's Primary Language.....................................................................................153

Child is English Learner........................................................................................156

Child Start Date.....................................................................................................159

Child Receives Part-Time Care.............................................................................162

Provider Federal Employment Identification Number (FEIN)/Social Security Number (SSN) [CDD-801A only]........................................................................................164

Provider Federal Information Processing Standards (FIPS) Code........................167

Provider Zip Code.................................................................................................169

Quality Rating and Improvement System (QRIS) Participation.............................173

Accreditation Status..............................................................................................176

Type of Care.........................................................................................................179

Program Code(s)..................................................................................................182

Services Date........................................................................................................187

CDD-801B Data Definitions......................................................................................193

CPS Override [CDD-801B Only]...........................................................................193

Is the Head-of-Household Single? [CDD-801B only]............................................194

Monthly Child Care Family Fee [CDD-801B only].................................................196

Reduced Fee [CDD-801B only].............................................................................199

Family Income Sources [CDD-801B only].............................................................202

Provider Address [CDD-801B only].......................................................................204

Provider City (CDD-801B only).............................................................................206

State Subsidized Monthly Payment for This Child Care [CDD-801B only]............208

Total Hours of Care This Month [CDD-801B only]................................................213

Appendix E: Software Vendors.................................................................................216

Revision History

Version Number

Revision Date Name Section Summary of Changes

v. 7.0 10/9/2017 CDMIS User Manual All Sections CDMIS User Manual created.

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Security and Privacy

All family and child information collected and submitted to the California Department of Education is confidential information and restricted to purposes directly connected with the administration of the program. Only persons designated by the program director may view the information, and these persons may only view the information for purposes directly connected with the administration of the program or except as provided for by law. Editing of this information is limited to users designated by the program director and for purposes directly connected with the administration of the program.(48 CFR Part 98, Child care and Development Fund (CCDF), Subpart H-Program Reporting Requirements, secs. 98.70 and 98.71; California Education Code sec. 8261.5; 5 CCR secs. 18117 and 18246).

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Chapter 1: Overview

Introduction This chapter is intended to provide an overview of the CDMIS.

Contents This chapter contains the following topics:

Topic1.1 Overview

1.2 CDD-801A, Monthly Child Care Population Information

1.3 CDD-801B, Monthly Sample Report

1.4 Maintaining Agency Information

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1.1 OverviewCalifornia must report information to the federal Administration for Children and Families (ACF) on subsidized child care and development programs to receive federal matching grant funds and to comply with state and federally mandated reporting requirements.

The California Department of Education, Early Education and Support Division (CDE/EESD) has developed the CDD-801A and CDD-801B information collection reports for this purpose. The information collected from these reports will be used by state and federal legislators to develop public policy for child care and development services in California and to request increased funds to expand child care availability in unserved and underserved areas.

1.2 CDD-801A, Monthly Child Care Population InformationThe CDD-801A is the collection in which all agencies report specific information on all families receiving subsidized child care and development services.

1.3 CDD-801B, Monthly Sample ReportThe CDD-801B is a monthly collection limited to about 250 families randomly sampled from all CDD-801A statewide submittals for a given month. The families in the sample are selected to provide a more thorough description of the families being served from all CDD-801As submitted statewide.

1.4 Managing Agency InformationThe CDMIS also contains functions for agencies to update their administrative information. Super users may request Program Director and Executive Director changes, report no service periods to the EESD, and enter site and license information.

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Chapter 2: System Access

Introduction This chapter contains information regarding accessing the CDMIS.

ContentsTopic

2.1 Log on to the CDMIS

2.2 About Super Users and Users

2.3 Add/Edit Users

2.4 System Updates

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2.1 Log on to the CDMISChild care agencies can log on to the CDMIS to fulfil reporting requirements.

The log on screen is located on the CDMIS Web page at https://www4.cde.ca.gov/cdmis/default.asp.

This screen provides access to the CDMIS. Users should enter their user name and password, and click “Log on” to access the CDMIS.

User names and passwords are case sensitive. Any capital letters must be entered as capital letters; lower case letters must be entered as lower case.

For password assistance, please contact CDMIS Support by phone. Please note that we are unable to send confidential login information via e-mail, as it is not a secure method of communication. All password inquiries should be made via phone. User accounts are de-activated after ninety (90) days of inactivity. You may contact CDMIS Support to re-activate an account that has been de-activated.

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2.2 About Super Users and UsersThere are two types of user access levels in the CDMIS: super users and users. The agency's super user is usually the program director. He or she is responsible for completing the CDD-801A and CDD-801B reports or designating individuals in the agency to do this work.

An agency should have at least one super user.

A super user can:

See all user names and passwords Request new super users and users

Deactivate existing users

Change information about all users

Assign users to sub-agencies (if the agency reports by sub-agency for CDD-801A reports)

Update No Service Periods information to report programs not operating during specific months

Create and change sub-agencies used for reporting CDD-801A information (if the agency reports by sub-agency)

Enter CDD-801A reports for the entire agency (regardless of if the agency reports by sub-agency or not)

Enter CDD-801B reports for the entire agency.

A user can:

Change his or her own user information only Enter CDD-801A reports for only one sub-agency (if the agency reports by sub-

agency)

Enter CDD-801A reports for the entire agency (if the agency does not report by sub-agency)

Enter CDD-801B reports for the entire agency

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2.3 Add/Edit UsersAgencies may manage users by selecting the function “Add/Edit Users” from the Main Menu and clicking “Submit.” Add Users

OverviewAt the bottom of the screen, there is a button that says, “Register New User.” Use this function to request a new user. When all the information is completed on the screen, your request for the new user is sent to the CDMIS staff for approval.

Important ReminderDo not click the "Back" button on your browser - this may result in errors or duplicates. Use the navigation buttons and links on the screen.

You must always click the "Save" button when you enter information on the screen.

Required InformationRequired information is marked with an asterisk "*"For every user, you must enter:

First Name. Last Name.

Phone Number (with area code).

E-mail address (Important: double check that you have entered it correctly or the user will not receive notifications from the system).

User access level (either super user or user).

You must select a sub-agency assignment for the new user if:

Your agency has created sub-agencies for reporting, and The new user is a user (not a super user), and

The new user will submit CDD-801A reports.

Note: Super users do not need a sub-agency assignment.Important: Sub-agency assignments are only used for CDD-801A reporting, not CDD-801B reporting.The sub-agency selection option is not displayed for agencies that have not created sub-agencies.

Step-by-Step Instructions1. Enter the required information (marked with an asterisk "*") about the new user.

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2. Click the "Save" button. Result: The "Add New User Screen" is displayed again. If there are errors in the data, error messages are displayed at the top of the screen. 

3. Read any error messages (in red) that appear at the top of the screen and add or change information to make corrections.

4. Click the "Save" button at the bottom of the screen.

5. Repeat Steps 3 - 5 until you have no more errors.

6. Click the "Return to Previous Page" button. Result: The "Users" screen is displayed.

What Happens Next?After you complete all the required information about the new user and click the "Save" button, this is what happens:

1. The CDMIS super user reviews and approves the new user request within 24 hours.

2. The new user receives an e-mail from CDMIS support. This notification includes the name and phone number of the person who requested the new user.

3. The new user contacts the person listed in the email notification and requests his or her new user name and initial password.

4. The new user logs on to the CDMIS Web site.The first time a new user logs on to the web site, the user is required to change the initial password.

About Users and Sub-Agency ReportingReporting by sub-agency is available for CDD-801A reports - agencies cannot report by sub-agency with CDD-801Breports.Reporting by sub-agency is optional - agencies do not have to report by sub-agency.A super user has access to CDD-801A reports for all sub-agencies - a user must be assigned to one sub-agency if he or she is to enter CDD-801A reports.A user can be assigned to only one sub-agency (or no sub-agency if the user will not enter any CDD-801A reports).A user cannot change his or her own sub-agency assignment - only a super user can change a sub-agency assignment.

How to Exit the Add New User Screen Click the "Return to Previous Page" button at the bottom of the screen, or Click the "Main Menu" link that appears just above the page name, or

Click the "Log Out" link that appears just above the page name.

Edit Users

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OverviewYou may click on the name of any registered user to reach the “Edit User” screen. This screen is used to view or update information for a specific user. Each user can update contact information as it changes.Super users can update information for any user or super user for their agency as well as change sub-agency assignments and deactivate user access to the CDMIS Web site.Note: Do not change use this screen to change the user's name. If the person who is accessing the CDMIS Web site has changed due to staff leaving the agency, deactivate the old user's access and add the new person as a user so they have their own username and password. Security of the family information submitted by the agency is crucial and only those who should be accessing the information on the CDMIS Web site should have usernames and passwords. 

Important ReminderDo not click the "Back" button on your browser - this may result in errors or duplicates. Use the navigation buttons and links on the screen.You must always click the "Save" button when you enter information on the screen in order to send it to the CDMIS staff.

Required InformationRequired information is marked with an asterisk"*"

For every user, you must enter:

First Name Last Name

Phone Number (with area code)

E-mail address (Important: double check that you have entered it correctly or the user will not receive notifications from the CDMIS system).

Step-by-Step InstructionsTo Update Information:

1. On the Edit User page, make necessary changes to the user's contact information and click the "Save" button. Result: If all information was provided, the message "User Information Updated Successfully" will be displayed. To return to the Users page, click the "Return to previous page" button. 

2. Read error messages listed in red and add or change information to make corrections.

3. Click the "Save" button at the bottom of the screen. Repeat this process until no more errors are displayed.

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4. Click the 'Return to previous page' button at the bottom of the screen.Result: The "Users" page is displayed.

To Deactivate a User or Super User (Super Users only):1. On the Edit User page, check the box towards the bottom of the screen just

above the "Save" button next to "Deactivate User" and click the "Save" button. Result: The message "User information has been updated successfully." will appear. This user will no longer be able to log in to the CDMIS Web site. 

2. Click the "Return to previous page" button at the bottom of the screen. Result: The "Users" page is displayed.

To Reactivate a Deactivated User or Super User (Super Users only):1. On the Edit User page, check the box towards the bottom of the screen just

above the "Save" button next to "Request Activation" and click the "Save" button. Result: The message "User information has been updated successfully." will appear. CDMIS staff will be notified of a user reactivation request. When the request has been approved, the user/super user will be able to log in to the CDMIS Web site again. 

2. Click the "Return to previous page" button at the bottom of the screen. Result: The "Users" page is displayed.

What Happens NextAfter you complete all the required information about the user and click the "Save" button, the new information is stored on the at the CDE computer.If you are a super user and you have clicked the "Deactivate user" check box, the user is immediately deactivated and cannot access the web site.

If you are a super user and you have clicked the "Request Activation" check box:

1. CDMIS Staff will review user requests within 24 hours.2. If the user is approved, they will receive an e-mail from CDMIS support. This

notification includes the name of the person who added this user originally to the system to call for a password.

3. If the new user request is disapproved, the agency super user can go to the Users screen and see the reason why CDMIS disapproved the user request. The agency super user can contact CDMIS Staff at the number below if they have questions.

4. If the user cannot remember their password from the last time they logged in, the user should contact the agency super user for assistance.

5. If the agency super user is not available, the user can contact CDMIS Staff for assistance. 

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6. Once the user logs on to the web site, the user is required to change their password (assuming it has been more than 90 days since they last logged in to the system). 

About the User's Current StatusA user can have only one of three current status levels:

Active (the user can access the web site), or Request activation (the user cannot access the web site until the CDMIS super

user approves the reactivation request), or

Deactivated (the user cannot access the web site). 

About Users and Sub-Agency ReportingReporting by sub-agency is optional - agencies do not have to report by sub-agency.Reporting by sub-agency is available for CDD-801A reports - agencies cannot report by sub-agency with CDD-801Breports.A super user has access to CDD-801A reports for all sub-agencies - a user must be assigned to one sub-agency if he or she is to enter CDD-801A reports.If you are a super user, you can change a user's sub-agency assignment on this page by selecting a different sub-agency from the drop down list and clicking the "Save" button.A user can be assigned to only one sub-agency.A user cannot change his or her own sub-agency assignment - only a super user can change a sub-agency assignment.

How to Exit the Edit User Screen Click the "Return to Previous Page" button at the bottom of the screen, or Click the "Main Menu" link that appears just above the page name, or

Click the "Log Out" link that appears just above the page name.

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2.4 System UpdatesThe CDMIS Support team will send out periodic updates for the system. Agencies may view current and archived system updates on the CDMIS Update Web page at: http://www.cde.ca.gov/sp/cd/ci/update.asp.

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Chapter 3: CDD-801A Reporting

Introduction This chapter contains information regarding CDD-801A reporting.

ContentsTopic

3.1 CDD-801A Report Overview

3.2 Data Definitions

3.3 Web Input: Step-by-Step Instructions

3.4 File Upload: Step-by-Step Instructions

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3.1 CDD-801A Report OverviewCDD-801A, Monthly Population Information The CDD-801A is the data collection in which agencies report specific information about every family receiving child care and development services provided by funding from a contract with the CDE, EESD.

What is the CDD-801A Monthly Population report?The CDD-801A report is a list of all families and children that received EESD-subsidized services for a specified month. It is submitted monthly by every agency that contracts with EESD to provide subsidized child care and development services. The CDD-801A reports are also used to draw a sample of approximately 250 cases per month on which more detailed information is gathered through a separate report, the CDD-801B.

Which agencies must submit the CDD-801A?All agencies must submit the CDD-801A report in any month where families and children received EESD-subsidized child care and development services during the report month. The report month is the month in which services were provided. This means that if your agency provided EESD-subsidized child care and development services to families and children during the report month and EESD reimbursed your agency for those services under your contract, even if for only a few hours during the month, those families and children must be included in that month's report.

What is the deadline for submitting the CDD-801A?The CDD-801A is due on the 20th of the month following the end of the report period. For example, the October 2017 monthly report is due by November 20, 2017. Late notifications are sent out the following business day. Agencies not submitting by the final date stated in the late notification will have their apportionments withheld until the complete report is submitted. Agencies should revise reports as soon as possible if discrepancies are found between what was reported and families and children actually served.

Why do agencies have to submit the CDD-801A?The CDD-801A reports are very important. If agencies don't send them in, EESD is unable to pull a sample that accurately represents the universe of children receiving subsidized child care and development services. This in turn prevents EESD from meeting the reporting requirements of federal law.As a requirement of receiving federal child care funding, all states must submit the federally mandated ACF-801, which is a requirement of the Personal Responsibility and Work Opportunity Act of 1996 (PL 104-193). States were given a choice to submit the required information for all the families whose services were provided by federal funds or a sample of those families. California has chosen to submit a sample. We use the monthly information submitted on the CDD-801A to draw a sample of approximately 250 families each month.

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Failure to submit the data to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of California agencies to report in a timely manner will result in withholding of their apportionments.

How do I submit a monthly report?All reporting is completed online. Agencies submit their reports online in one of two ways.

By logging in to the CDMIS secure Web site and selecting the function "CDD-801A Web Input/Edit" to copy families from month to month and to fill in data entry screens to add new families when services began and also to delete families from months where they did not receive services. For instructions on how to submit your reports using this method, Step-by-Step instructions for using CDD-801A Web Input/Edit have been developed.

By logging in to the CDMIS secure Web site and selecting the function "CDD-801A Electronic File Transfer” to submit a text file created by your agency that contains all the required information and is formatted specifically for the CDMIS system to process. If your agency chooses to submit monthly CDD-801A data via electronic file transfer, please read Appendix A: File Format Specifications. For directions on how to submit using this method, instructions for Using the CDD-801A Electronic File Transfer Screen have been developed.

How do I report that no services were provided in a particular month?If an agency has a contract but does not provide any services in a given month, the agency must report no services. To report no services, select the function "Sub-Agency/No Services" from the CDMIS Main Menu and click the "Submit" button. Then, follow the instructions for reporting no service periods under the Manage Program Information section of the CDMIS User Manual.

Can I view information already submitted?Information that has been submitted can be viewed or edited for a period of time after the due date. Typically, reports are viewable for approximately 60 days after they are due.

Can I revise previously submitted reports?Absolutely. If you find that a particular report month does not contain the correct information, such as families or children not reported, families or children reported that did not receive EESD-subsidized child care and development services through your contracts with EESD, or even if you need to make a minor change the information you reported for a family, make those changes to the CDD-801A monthly report as soon as they are discovered. For agencies that use the Web Input/Edit method to report, simply go to the month you wish to update and make the changes to reflect accurate services in that month. For agencies who submit an electronic file, you can either resubmit your monthly file or you can use the Web Input/Edit method to add or delete individual families and/or children.

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3.2 Data DefinitionsPlease refer to Appendix D: Data Definitions for descriptions of requirements for each field in the CDD-801A report.

3.3 Web Input: Step-by-Step InstructionsThe CDD-801A Web Input/Edit method of submitting the CDD-801A report consists of copying families from one month to the next, then adding, deleting, or modifying those families to reflect actual services provided in that report month. To submit the report using this method, follow these steps:

Step 1: Log in to the CDMIS Data Collection Web site and go to the Main Menu.

Step 2: Select the Function, "CDD-801A Web Input/Edit" and select the month and year you wish to copy families from then click the "Submit" button.

Result: The "View CDD-801A Families" screen is displayed and the first 20 families you reported for that month are displayed.

Step 3: Scroll down towards the bottom of the page and click the "Copy Families" button.

Result: The "Copy CDD-801A Families" screen is displayed and all families are marked to be copied. All families are automatically selected to be copied as indicated by the check mark next to a family's name.  If you have many families listed but only need to copy a few families to the next month, you can click the "Uncheck All" button and then recheck only those few families you need to copy forward. Or, if you unchecked all the families and need to recheck them, click the "Check All" button.

Optional: To remove the check mark from a family's name so that family is not copied forward, click on the box. The check mark will be removed. Move through the list of all families to remove check marks from beside the names of all families you do not want to be copied forward (these are families that did not receive services in the month you are copying to). 

Only 20 family names are displayed at one time. 

If you wish to uncheck some of the families so they do not copy into the next month, use the buttons and links found below the listed families to "Jump to" other families so you can uncheck them:

Click "Previous Page" to view the previous 20 families.

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Click "Next Page" to view the next 20 families.

Select a page number from the drop down list to view the families on that page.

Click on a letter under the "Jump to families" to move to the first family with a last name that begins with that letter.

The subsequent month is already selected for you. You can change the month and year if you want to copy families to a later month; however, you cannot copy families backwards (to a prior month) or forward to a month that has not yet ended. 

Example: On March 14, 2015, you decide to copy forward the families from January 2009. You can copy those families to February 2015 (a month that has already ended). But you cannot copy those families to March 2015 because our system does not allow you to copy into March 2015 until April 1, 2015. A month has to end before you can add families to it.

If your agency has sub-agencies, the system automatically selects the same sub-agency to receive the copied families. If your user access level is a "super user," you have the ability to select a different sub-agency where the families will be copied if you want to report them in a different sub-agency during the next month.

Step 4: Click the "Copy Checked Families" button.

Result: A confirmation screen is displayed. Read the confirmation screen(s) very carefully. You will see one of two screens depending on if you already have families in the target month or not.

If there are already families in the target month, you will be informed of the number of families already in that month and asked if you want to either delete them and replace them with the ones you are copying or if you wish to add the selected families to the ones already in the target month,

Or

If there are no families in the target month, you will simply be prompted to confirm that you wish to copy the selected families.

Once you select one of the above choices, the copy process will begin. You will see the page update as families are processed and copied. When the copy process is completed, you will see two buttons displayed. One asks if you wish to return to the prior month (if you want to double check that month's report) and the other allows you to continue to the target month.

If all the families you selected to copy did not copy into the target month, they will be listed on Copy Forward Results page. These are families, for one reason or another, who could not be copied forward due to some error. To see the error and possibly resolve the problem, click the "Edit" button to the far right of the family's name. This

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opens up the edit page for that family and you will see the error message(s) in red above the family information section. Correct any errors you are able to correct and click the "Save" button at the bottom of the screen. Make sure you have corrected all error messages before returning to the "Copy Forward Results" page. Correcting the errors and saving the information for each family automatically copies them into the target month.

When copying families (for example from May to June), you must:

Copy the families from May to June first, then

Make changes to the families in the June report month. Add families that began receiving services in June or delete families whose services ended in May and should not be included on the June report.

Do not make changes to the report before copying forward (for example, do not change May before copying forward to June) or you will have changed May's report and it will no longer reflect actual services for that month. The only time you should add families (or children) to a month is when the family (or child) being added received services in that month. The only time you should delete families (or a child within a family) from a month is when that family (or child) did not receive services in that month and was reported incorrectly.

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3.4 File Upload: Step-by-Step Instructions

For agencies with the ability to generate a specially formatted text file that contains all the family, child, and provider information for a particular month, you can upload this file to the CDMIS Web site to submit your CDD-801A report. From the Main Menu of the CDMIS Web site, select the Function, "CDD-801A Electronic File Transfer" and select the month and year you wish to upload your file to, then click the "Submit" button.

Warning: Transferred files overwrite existing information

CDMIS allows multiple electronic file transfers for the same report month; however, every successful electronic file transfer completely overwrites all existing family, child and type of child care information for the specified agency (or sub-agency) for that report month.

OverviewThis function is only for agencies who upload a text file to submit their monthly report. Use this function to transfer a file from your computer to the California Department of Education (CDE). The information in the electronic file must contain:

All CDD-801A families.

For one month.

For one sub-agency (if the agency reports by sub-agency).

Important ReminderThe electronic file must contain information in a very specific format. Refer to Appendix A: File Format Specifications for details.

Required InformationYou must select a sub-agency if your agency has created sub-agencies and you are a super user.

The sub-agency selection option is not displayed if your agency has not created sub-agencies or you are not a super user. Electronic files uploaded by a user are automatically uploaded to the sub-agency they are assigned to.

Step-by-Step Instructions to Transfer a File1. Select a sub-agency if the sub-agency drop down list is displayed.

2. Enter the complete file name.Result: The "Open File" dialog box is displayed. Note: To locate the file on your computer, click the "Browse" button. 

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o Search your computer for your file.

o Highlight the file name.

o Click the "Open" button.

3. Click the "Submit" button.Result: the file transfer process begins. 

4. If information for the specified month has already been received by CDE, a screen will be displayed that explains there is already data in the target month. If you choose to proceed, the data currently in the system for that month be deleted and replaced by the data in the file you are uploading. 

o Click the "OK" button to proceed with the file transfer.or

o Click the "Cancel" button to discontinue the file transfer and return to the Main Menu. 

5. Read the "CDD-801A Electronic File Transfer Confirmation" screen.

6. Click the "Return to Main Menu" button at the bottom of the screen. Result: The "Main Menu" is displayed. 

Step-by-Step Instructions to Access the File Transfer Status Report1. Go to the "Main Menu" screen.

2. Select the function "CDD-801A Management Reports." and click the "Submit" button.Result: The "Report Selection Screen" is displayed.

3. Click on the link "CDD-801A Electronic File Transfer Status Report."Result: the Select CDD-801A Electronic File Status Report Screen" is displayed.

4. Select the Report Month/Year.

5. If the sub-agency drop down list is displayed, select a sub-agency.

6. Click the "Submit" button. Result: The Available CDD-801A Electronic File Transfer Status Reports screen is displayed.

Click the report number you want to open.Read the file transfer status report thoroughly. 

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If the File Status says "Passed, loaded to database" your file had no errors and the families and children in that file have been added to the report period.

If the File Status says "Failed, not loaded to database" your file had errors and your families and children were not added to the report period.

Note: Use your browser's "Print" button to print the report.

Optional: Click the "Download this Screen to Excel File" if you would like to save this report as an Excel Spreadsheet on your own computer while working to resolve the error messages or to have a hard copy of the report.

If there are any errors listed on the Management Report, you must correct those errors in your file and resubmit your file until all errors are resolved and your file passes.

What Happens Next?After you transfer the file to CDE, this is what happens:

1. Your original file is stored on the CDE computer.

2. CDMIS processes electronic files each day at 2:45 A.M. After that time, status reports are available for files submitted the previous day.The file is either: 

o Accepted - all of the information is copied into the CDE database.or

o Rejected - none of the information is copied into the CDE database. 

3. A file transfer status report is created and stored.

4. You must read the file transfer status report and confirm that your file was accepted by CDE.For more information, read the "Step-by-step instructions to access the file transfer status report" (above).

How to Exit the CDD-801A Electronic File Transfer Screen Click the "Return to Previous Screen " button at the bottom of the screen, or

Click the "Main Menu" link that appears just above the page name, or

Click the "Log Out" link that appears just above the page name.

A CDMIS Test Web site (https://www4test.cde.ca.gov/cdmis) is available for agencies to test their electronic file for errors prior to submitting it to the production CDMIS Web site. The CDMIS Test Web site is only for the use of agencies that submit their monthly CDD-801A data via Electronic File Upload. This site is not for use by agencies that

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submit the CDD-801A report using Copy Forward and Web Input. Once a file has successfully passed, you must then upload the successful file to the production CDMIS Web site. Files submitted to the test site are not counted as submissions. Only files that are uploaded and have successfully passed on the production site are deemed as meeting the monthly reporting requirement. Contact CDMIS staff if you need access to the CDMIS Test Web site.

How to read the sample and examplesThis section includes examples on how the data in the file must be organized. 

Sample:

The Sample Row below displays the information about a family who will be included in the August 2013 CDD-801A report:

In August 2013, Agency X (vendor number/submission code Z987000" provided EESD-subsidized services to the Alice A. Adams family.

Agency X assigned the FICN "A9910" to Alice.

Alice's Social Security Number is 123-45-6789.

Her home zip code is 95814-1292, and she lives in Sacramento County (FIPS code "06067").

Alice did not receive TANF (No = "N"), and her income was not greater than 75% of the State Median income (No = "N").

Her reason for receiving child care was "Employment" ("D").

Alice has one child (Ann B.) who was born 04/06/2010.

There is no active IEP (Individualized Education Program) in the family file for Ann.

Ann's primary language is English

Ann is not an English Learner

Ann began receiving services on August 14, 2013.

Ann is not of Hispanic or Latino Origin and the Alice (the parent) has indicated that Ann’s Race is American Indian or Alaskan Native.

Ann receives 3.5 hours of care, three days a week. Because her care is less than four hours during the days she receives care, she is reported as receiving part-time care.

Ann received one type of child care: "License center-based care" (type of care code "04").

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Ann's care was provided by Kiddie Care Center in Sacramento County. The zip code where the licensed center is located is 95814-1234.

Kiddie Care Center participates in the Quality Improvement and Rating Scale program.

Kiddie Care Center is accredited through a state operated accreditation program.

Kiddie Care Center's Federal Employer Identification Number (FEIN) 23-4567890.

Ann's care was funded by the California State Preschool Program ("CSPP"). 

Note: Even though there is only one program code ("CSPP"), the two remaining empty fields must be included in the rows.

Two symbols are used in the examples below to represent required formatting: > is the symbol used for the tab separation that must appear between each field@ is the symbol for CR/LF which indicates the end of each row

Sample Row:

08/2013>Z987000>A9910>123456789>Adams>Alice>A>958141292>N>N>3>1500>D>06067>08/14/2013>Adams>Ann>B>N>Y>N>N>N>N>F>04/06/2010>00>N>08/14/2013>Y>234567890>06067>958141234>1>2>04>CSPP>>>08/14/2013@

Note: all data format examples below have each row broken into sections representing the agency and report period, family, child, and provider. The actual file would have all four sections together on the same row.

Example

Suzie Smith has three children (Milly, Barry, and Donny). She began receiving services for all three of her children from agency Z987 on September 14, 2012. All three children receive services from the same provider. The provider participates in the local Quality Rating and Improvement System and has received accreditation from the National Association for the Education of Young Children (NAEYC). Barry and Donny are twins and started receiving services on September 14, 2012, in the agency's preschool program. Milly began receiving services on July 5, 2013 (when she was about four months old). Milly received full time care in July 2013 and has an active IEP in the family file. The other two children, Barry and Donny, only received 2 to 3 hours of care each day in July. All three children speak English as their primary language and are not English Learners.

Note: Three rows must be included to represent the services provided to each child. All

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children are from the same family, so the family information (fields 1-15) must exactly the same in all 3 rows.

Data format:

07/2013>Z987000>SS1832>>Smith>Suzie>>958141234>Y>N>4>3000>D>06067>09/14/2012>Smith>Milly>>N>Y>N>Y>N>N>F>03/10/2013>Y>00>N>07/05/2013>N>987987987>06067>958284321>1>1>04>CCTR>>>07/05/2013@

07/2013>Z987000>SS1832>>Smith>Suzie>>958141234>Y>N>4>3000>D>06067>09/14/2012>Smith >Barry>>N>Y>N>Y>N>N>M>06/14/2009>N>00>N>09/14/2012>Y>987987987>06067>958284321>1>1>04>CSPP>>>09/14/2012@

07/2013>Z987000>SS1832>>Smith>Suzie>>958141234>Y>N>4>3000>D>06067>09/14/2012>Smith >Donny>>N>Y>N>Y>N>N>M>06/14/2009>N>00>N>09/14/2012>Y>987987987>06067>958284321>1>1>04>CSPP>>>09/14/2012@

Technical description of an electronic fileFile name:

The user may give any name to the file. (For your convenience, CDE recommends that the file name include the report month and year as well as your vendor number/submission code.)

File format:

The file must be a tab-delimited ASCII text file.

A file must not be compressed ("zipped").

Row (record) format:

Each row (record) in the file must end with the standard PC end-of-line characters CR/LF (Carriage Return/Line Feed).

Blank rows are not allowed in the file.

A file must contain at least one row and no more than 100,000 rows.

Field format:

All 41 fields that appear in the file format specification must appear in the file, even fields with null or blank values.

All fields are delimited (separated) by tabs, except the last one, which is followed by a CR/LF.

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The use of two tabs next to each other indicates a blank field.

Fields must not be padded with spaces.

Fields must not contain control characters or format symbols.

If a field is marked as required, null values (no data) are not allowed.

Field lengths may be less than the specified length if the Data size column includes "Max and Min sizes", but can never exceed the maximum. If the data size column includes a specific field size, the field must be exactly that length.

Data formats:

Character fields can contain both upper- and lower-case letters, numbers and dashes, unless otherwise noted.

Number fields must contain only numbers.

Date fields must contain dates in the format mm/dd/yyyy.

Structuring the contents of a file

The format for an electronic file consists of rows of information about all of the EESD subsidized services provided by one agency (or sub-agency) for one month.

Multiple rows must be submitted for that family when:

A family has more than one child receiving EESD subsidized services.

A child receives services from more than one provider.

A child receives services in more than one setting.

The rows in a file must be grouped in a very specific way:

All the children in one family must be grouped together.

All the providers/types of services for one child must be grouped together.

If there are multiple rows for one family, then all the information for the family (fields 1-15) must be exactly the same in all those rows. 

If there are multiple rows for one child (for a child that had more than one provider during the month), then all the information for the child (fields 16-31) must be exactly the same in all those rows. 

If there is only one program code in the row, it must appear in field 38; fields 39 and 40 must be included, even if they are null or blank.

Structuring the rows of a file

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Each row in an electronic file contains information about a family, a child in that family, and a type of subsidized services received by that child.

If a family has Then the file contains

Explanation

1 child who received 1 type of child care

1 row This is the basic format for reporting a family with one child and one provider.

3 children who each received child care from the same provider

3 rows (one for each child)

All children are from the same family, so the family information is exactly the same in all 3 rows. All children received child care from the same provider, so the provider information is exactly the same in all 3 rows.

1 child who received 2 types of child care from different providers

2 rows (one for each provider)

Only 1 child received child care, so the family and child information is exactly the same in both rows.

1 child who received child care from 2 providers and 1 child who received child care from 1 provider

3 rows (two rows for the first child, 1 row for the second child)

For the first child, the family and child information is exactly the same in both rows.

1 child who received 2 types of child care from 1 provider (for example, "License-exempt in child's home by a relative" and "License-exempt outside child's home by a relative")

2 rows (one row for each type of child care

Only one child received child care, so the family and child information is exactly the same in both rows. The Provider FEIN/SSN is the same in both rows. Even though the child received care from the same provider, the type of care (setting) is different. An example is when the child's grandmother provides the child care in both the child's home on some days and in her own home on some days.

1 child who received child care from the same provider, in the same type of care, but under 2 program codes

1 row The row has 3 fields for program codes. In this example, the first 2 fields would contain the program codes and the 3rd field would be blank.

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Overview: Creating an electronic file from an existing computerized system

If you can format your existing data as tab-delimited text files, then the files can be transferred to CDMIS. 

The flexibility of your existing system determines what you can transfer into CDMIS. PC-based databases like Microsoft Access, FileMaker, and FoxPro can easily create tab-delimited text files. Mini-computer systems and mainframes may need special programming to create PC-readable electronic files. 

The only real limitation to creating electronic files is in reconciling the files and fields between your existing system and CDMIS. The electronic file structure for CDMIS is fixed. This means your existing data must conform to the fields required by the CDMIS database. 

Reconciling the two systems' file formats and fields is the most difficult part of the process.

Examples:

If the child's date of birth is stored in your existing system in the format m/d/yy (for example, 8/4/05), then that field must be re-formatted as mm/dd/yyyy (08/04/2005) in the electronic file for CDMIS.

If the child's last name in your existing system is 75 characters long, that name won't fit into CDMIS' 50-character child last name field.

If your existing system does not store all of the required information, then you may be unable to create an electronic file.

Using a spreadsheet application to create an electronic file

Spreadsheet applications, such as Microsoft Excel, allow the person working with the file to apply special formatting to each column to meet the formatting requirements and then be saved as a tab-delimited text file. 

You can create your own spreadsheet template to input (or format) your data and create tab-delimited files that you can transfer into the CDMIS database. 

Your spreadsheet must be built to contain all the fields (columns) described in the file format specifications. The electronic file MUST be constructed with the EXACT format shown, all columns in the proper order, even if they are not populated with data. To export your data, saving your file as a "tab-delimited text file" should, in most cases, be appropriate. 

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Important:

Do not include a header record in the file.

Do not include extra delimiters in the file (for example, commas or quotation marks).

Using a database application to create an electronic fileDatabase applications are slightly less widespread than spreadsheet applications because of their relatively higher level of complexity and (sometimes) their higher prices. It is hard to provide general instructions for exporting from one system to another. 

Generally speaking, the same recommendations apply for creating an electronic file from a database as for a spreadsheet: you must base your table design on our file format specifications and respect the order of the fields when exporting.

Frequently Asked Questions

Can I e-mail my agency's file to CDE?

No. CDE does not accept files via e-mail. E-mail is not secure. NEVER use e-mail to send files that contain confidential information (such as Social Security Numbers). Your agency must transfer the file by using the CDMIS secure Web site.

Can I send a diskette or CD with my agency's file to CDE?

No. CDE does not accept diskettes or CDs. Your agency must transfer the file by using the CDMIS secure Web site.

Can I download a file from CDMIS?

Yes. One of the CDD-801A Management Reports within CDMIS allows you to export one month of data into an Excel spreadsheet and save that file onto your computer.

How do I know if someone else in my agency has already transferred a file for a report month?

Each time a user attempts to submit a file using the CDD-801A Electronic File Transfer option, the system checks to see if data already exists in that month. If it does, a page is displayed asking for confirmation to accept the file and overwrite the existing data in the selected month or cancel the transfer. If there is no data in the month, the file is accepted and the user can check the status the next day.

When I format the file, do I put quotation marks around the character fields?

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No. Do not use quotation marks before and after character fields. The only allowed delimiters in the file are tabs (to separate fields) and CR/LF (to indicate the end of a row).

If I use the file transfer once, do I then have to use the file transfer every month after that?

No. In subsequent months, you can manually enter (type) your data into the CDMIS data entry screens at the secure Web site. For example, you can do a one-time file transfer to load all of your data into the CDMIS database. For the next report month, you can use the "Copy forward" feature on the data entry screens to copy your data to a subsequent month. After the data is copied to the new report month, you can edit it by using the CDMIS data entry screens.

Can I use the file transfer option whenever I want?

The CDMIS secure Web site is available at all times for you to submit your data. Obviously, you cannot submit data for a report month in the future (reporting rules require that you submit information based on receipt of child care).

Can I transfer a partial file now and transfer the rest later?

No. Every time you (successfully) transfer a file, existing data in CDMIS for the specified report month is erased. The transfer file replaces all your existing data. 

The only way for an agency to submit monthly data in multiple files is to establish sub-agencies, but those sub-agencies must contain different groups of families.

How do I change the information I already transferred? I need to add, edit and delete data.

You have two options:

Use the data entry screens at the CDMIS secure Web site (select the function CDD-801A Web Input/Edit from the Main Menu) to correct the information, (This might be easier if you have just a few changes.) or

Make corrections to your file and transfer the file again. (For the report month, all of the information in the system will be erased and the new file will be loaded into the CDMIS database.)

Help! I transferred a file with wrong information. How do I delete all of the data in the file?

You have two options:

Use the data entry screens at the CDMIS secure Web site (select the function CDD-801A Web Input/Edit from the Main Menu) to delete all of the information, or

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Create a new file that contains the correct information and transfer the file. When the file passes, all of the information in the system will be erased and the new information will be loaded into the CDMIS database.)

What happens to the file I transferred?

The file is processed in three steps:

The file is immediately stored on the CDMIS secure Web site.

The file process begins at 2:45 am the following morning. * If processing is successful, the information in the file is transferred to the CDMIS database. * If processing is not successful, none of the information in the file is transferred to the CDMIS database.

A processing status report is created and stored (permanently) at the CDMIS secure Web site.

How do I know if my file transfer was successful?

Our system processes files submitted the previous day at 2:45 am each morning. A processing status report is available the morning after you transfer the file. Go to the main menu and select the function "CDD-801A Management Reports" and then select "CDD-801A Electronic File Status Report" along with the report month and year you would like to view. All files submitted for a specific report period will be displayed in the order they were received. To view the status of a file, click the link for that file to open the status report. The processing status report describes if a file failed to load or successfully processed. If a file fails, the report displays errors or missing information in the file that must be corrected.

If one sub-agency uses the file transfer function, does the other one have to?

No. Every sub-agency is completely independent of any other sub-agency.

Can I switch from file transfer to Web input (or vice versa) anytime?

Yes.

When I look at my transfer file, the data wraps into lots of rows. Did I do something wrong?

When printing or displaying an import file, long records may wrap around the screen or page for multiple "lines." These are still considered single rows (records) if the end-of-line characters CR/LF appears after the last field.

How can I test my file?

CDMIS has a secure Test Web site for this purpose. It operates just like the main CDMIS Web site but the files submitted do not count as a submission for your agency.

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Files are processed every half-hour between 7:00 am and 7:00 pm daily. Users can log on to this test Web site to test their files and resolve errors. Once all the errors are resolved, the file can be submitted to the main CDMIS Web site.

Do I have to give my electronic file a special name before I transfer it to CDMIS?

No. The CDMIS secure Web site accepts files with any name. For your own convenience, we recommend that you give your file a name that indicates its report month and year.

My agency uses a software package to create our monthly CDD-801A reports. Can I transfer a file to the CDMIS secure Web site?

Agencies that use software created by outside vendors will be able to submit electronic files if the software has been updated with the file format specifications detailed in this document. For more information, consult your software vendor.

I forgot to report some families when I transferred last month's electronic file. Can I just include those families in my file for next month?

No. A file must contain information for only one month. If you try to transfer a file with information for more than one month, the entire file will be rejected. To add just a few families to a prior month, use the "CDD-801A Web Input/Edit" function.

What is a FIPS code and how do I find it?

FIPS stands for Federal Information Processing Standards. In California, FIPS codes are assigned by county. If you know the county, you can find the FIPS code on the Web site maintained by the National Institute of Standards and Technology Web site at http://www.itl.nist.gov/fipspubs/co-codes/ca.txt.  

For residents of contiguous states, the FIPS code is the two-digit state code followed by 3 numbers associated with the counties in those states. We have provided a Zip/FIPS Lookup utility that can be accessed from the Main Menu of CDMIS. Just enter the Zip Code and our system will provide the correct FIPS Code to enter in your file.

I used a spreadsheet to create my electronic file. When I try to transfer it, the transfer fails. Help!

There are four common problems when a spreadsheet is used:

Problem: The user puts column headings at the top of the spreadsheet and then enters data into the rows underneath. The CDMIS system is unable to read the header row, so the file is rejected. Solution: Remove the header row from the spreadsheet before you save the spreadsheet as a tab-delimited text file.

Problem: When the spreadsheet application creates the tab-delimited text file, it adds delimiters to the file. For example, quotation marks may be inserted around

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text fields. Solution: Remove any additional characters from the text file.

Problem: When the user types a leading "0" (zero) in some entries, the spreadsheet application ignores the 0. For example, the user enters "04" (Licensed center-based care) as the type of child care, but the spreadsheet drops the "0" and displays only the "4". Solution: Format the column in the spreadsheet as a "text" column rather than a number column. You can also use custom formatting for that column and enter the format type as 00 so the leading zero is not dropped when a single number is entered in that column.

Problem: When the user enters a date into the spreadsheet, the spreadsheet changes the format. For example, the user enters "04/06/2012", but the spreadsheet displays "4/6/2012". Solutions: 1. Confirm that the date format of the column in the spreadsheet is mm/dd/yyyy or 2. Format the column in the spreadsheet as a "text" column.

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Chapter 4: CDD-801B Sample

Introduction This chapter contains information regarding the CDD-801B Report.

ContentsTopic

4.1 CDD-801B Sample Overview

4.2 Data Definitions

4.3 Step-by-Step Instructions

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4.1 CDD-801B Sample OverviewThe CDD-801B is a monthly collection limited to approximately 250 families randomly sampled from CDD-801A statewide submittals for the given month. In this data collection, agencies provide a more thorough description of each family that has been selected in the sample. This section contains information specific to the CDD-801B report. 

Which families are included in the CDD-801B report?

The CDD-801B report will collect information only about families and children whose services were funded through federal funds or state match (state funds used to match federal funds as a requirement for receiving those funds).  

Agency executive directors and program directors are notified by letter if one or more families they previously reported in the CDD-801A report have been selected in the CDD-801B sample. The letter indicates the sampled month, the number of families sampled, and the date the information is due. Since the sample is relatively small, most agencies will not be required to complete a CDD-801B report every month.

What is the deadline for submitting the CDD-801B?

The due date will be listed on your notification letter. You will be given 14 days from the date on the notification letter to complete the reports on your families. On the 15th day, a 2-week notice will be sent to the agencies that have not completed the required information warning of apportionment withholding if the required information is not reported by the final due date.

Do I have to choose the CDD-801B families to report?

No. The families have been chosen by a random selection process. Please review your notification letter for the number of families selected for the report month. Once logged on to the CDMIS, you will find the selected families on the Family Summary Screen.

4.2 Data DefinitionsPlease refer to Appendix D: Data Definitions for descriptions of requirements for each field in the CDD-801B report.

4.3 Step-by-Step InstructionsHow do I submit the required report?

Agencies selected to provide CDD-801B data will report online using the Child Development Management Information System (CDMIS) to fulfill this reporting requirement. 

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What you need to complete the requested information?You will need the notification e-mail from California Department of Education (CDE) that contains the number of families in your sample and months where you will find them.

Refer to Appendix D: Data Definitions for additional details.

You will need information about each of the sampled families. This information can be found in:

case files

computer systems

payment office records

Important: Your reporting will go much faster if you gather all the information in advance.

Overview of the CDD-801B reporting requirementsYou must provide complete information about every sampled family listed on the CDMIS Web site. You must provide three types of information about each family:

Family (Head-of-Household) information

Child information about each child who received Early Education and Support Division (EESD) subsidized child care

Type of Child Care information for every place providing child care for each of the above children

Important: All information is for the report month and year indicated in the notification e-mail, not the current month and year.

Special note for children receiving services in the CSPP program: Only those children who received services in the CSPP program for more than four hours each day (or the majority of their services in CSPP was more than four hours each day) should be included in the CDD-801B Sample. If a child has been selected that only received part-day CSPP services, follow the instructions below under How to Exclude a Family, Child, or Provider/Type of Child Care. In addition, you will need to make a correction to the CDD-801A report for this child and answer "Yes" to the question "Child Receives Part-Time Care." The system included this child because the question had been answered "No" on the CDD-801A report for the sampled month.

How to find the families for which your agency must reportFollow these steps to find out which families your agency must report on for the month(s) listed in your notification letter.

1. Log on to the CDMIS Web site.

2. Go to the Main Menu screen.

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3. Select the function, “CDD-801B Input/Edit.” Select one of the months and year listed in your letter of notification. Click the Submit button. Result: The Family Summary screen, which lists the sampled families, is displayed for the specified month and year.

4. [If you have a printer] Turn your printer on. Click on the "Print" button. 

[If you do not have a printer]Write down the names and Family Identification/Case Numbers (FICN) or social security numbers (SSN) of the family or families for which you must report.Result: You have a list of the families for one of the report months and year for which your agency must report.

5. [If you received more than one notification e-mail indicating different report months.] Repeat steps 2 and 3 for each month and year listed in your notification e-mails. Result: You have one or more lists of families for which your agency must report.

How to complete the CDD-801B reportThe Family Summary screen displays the basic data for all of the sampled families in the specified report month and year and also indicates when the information for the family(ies) has been completed or excluded. For a family to be considered complete, all the information is required except the following:

The SSN is optional.

The Head of Household Middle Initial is optional.

CPS Override (only applicable to CPS families where income is not collected)

The Child's Middle Initial is optional.

Program Codes 2 and 3 and the related fields for those codes (State Subsidized Monthly Payment for this Child Care and Total Hours of this Child Care for this Month) are only required if the Child received services from more than one EESD-subsidized program during the selected report month from the same provider.

Follow these steps to complete the CDD-801B report.

1. Click on the Head-of-Household name to open the edit family screen.

2. Complete all the information requested for the family. Update any incorrect information listed. If this family and all children listed did not receive subsidized services from your agency during the report month/year listed, see instructions below about excluded information.

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3. Complete all the additional information requested for the child. Update any incorrect information listed. 

If you need to add another child to a family who received child care in the report month but wasn't reported on the 801A (and should have been), click the "Add" (another child for this family) button and complete the information for the child and the child's provider/type of child care. Also make sure you update the corresponding CDD-801A report period so the information is accurate. 

If you clicked the "Add (another child for this family)" button accidentally, you can click the "Delete" button above that child's information to delete the blank child and the child's provider/type of child care section from the report. If one of the children listed for a family did not receive subsidized services from your agency during the report month/year listed, see instructions below for excluding the child. If this is the only child for a family, you must exclude the family. 

4. Complete all the additional information requested for the type of care. Update any incorrect information listed.

If you need to add another type of care for a child, click the "Add" (another provider/type of child care for this child) button and complete the information for the child and the child's type of care. 

If you add this information accidentally, click the "Delete" button above the provider/type of child care information to delete the blank type of care section from the report. 

If one of the providers/types of child care listed for a child was reported incorrectly on the corresponding CDD-801A report period, see instructions below for excluding the information. If this is the only provider/type of child care listed for a child, you must exclude the child. If only one child is listed, you must exclude the family. 

5. Click the "SAVE" button after all information has been entered. 

If any error messages are displayed, make corrections and click "SAVE" again. Repeat this process until no error messages appear. 

6. Click the "Return to View Families" button. 

If "YES" appears under the Completed column next to the Family name, all information was provided and the family is complete. 

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Note: If you excluded the family, "NO" will appear under the Completed column next to the Family and "YES" will appear under the Excluded column next to the Family, Child, and Type of Care. 

7. Click the "Return to View Families" button to see if the report has been completed. 

How to save informationClick the Save button at the bottom of the Edit Family screen. When you click the Save button, all of your changes are immediately sent to CDE, and CDE immediately sends back a list of the error messages (if any).

How to exclude a familyIf you need to exclude a family that did not receive EESD-subsidized services (see “Program Codes” in Appendix D: Data Definitions for list of specific codes that qualify a family or child for inclusion in this report) during the sampled report month and year, select a reason from the drop down box that appears above the family section and click the "Exclude" button.

How to exclude or delete a childIf you need to exclude a child, do this first before making any changes to the family or other children listed, otherwise when you exclude the child, any partial information you have entered will be lost and the child will not be excluded.

Note: If you exclude a family or child from reporting, you must also update the CDD-801A reports where this family has been reported to accurately reflect services for that family in all report months.

To Exclude: If you need to exclude a child that did not receive EESD-subsidized services (see Program Codes in the Data Definitions document for list of specific codes that qualify a child for inclusion in this report) the sample report period, select a reason from the drop down box that appears above the child section and click the "Exclude" button. The page will reload and the child and provider/type of child care information for that child will be displayed differently to indicate it has been excluded from reporting. You will notice that "Unexclude" now appears above that child's information. This appears in the event you find you excluded the child in error and need to unexclude them so they are included in the report again. If you excluded a child in error, just click the "Unexclude" button and the page will reload and the information for that child can be added.

To Delete: If you need to delete a child that you added accidentally while completing the report, click the Delete button that appears at the top of the child section. The page will reload and the child and provider/type of child care information for that child will no longer appear.

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How to exclude or delete a provider/type of child careIf you need to exclude a provider/type of child care, do this first before making any changes to the family or other children listed, otherwise when you exclude the provider/type of child care, any partial information you have entered will be lost and the provider/type of child care will not be excluded.

To Exclude: If a child has more than one provider/type of child care sections listed and you determine one should not be part of this report, select a reason from the drop down box that appears above the provider/type of child care section and click the "Exclude" button. The page will reload and the provider/type of child care information for that child will be displayed differently to indicate it has been excluded from reporting. You will notice that "Unexclude" now appears above that provider/type of child care information. This appears in the event you find you excluded the provider/type of child care in error and need to include it in the report again. If you excluded a provider/type of child care in error, just click the "Unexclude" button and the page will reload and the information for that provider/type of child care can be edited.

To Delete: If you need to delete a provider/type of child care that you added accidentally while working on this report, click the Delete button that appears at the top of the provider/type of child care section. The page will reload and the child and provider/type of child care information for that child will no longer appear.

How to determine if the report is completeAfter entering all family, child and type of care information, return to the Family Summary Screen and to make sure the Completed column displays "YES" next to the family name. If you have excluded a family, child, or provider/type of child care from the report, "YES" will appear under the "Excluded" column next to the Family, Child, and Provider/Type of Child Care. If you don't see yes under either of these columns, the report is not complete and you need to view the family information, read the error messages, and provide the correct information.

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Chapter 5: Manage Program Information

Introduction This chapter contains information regarding managing the program and administrative information for your agency in the CDMIS.

ContentsTopic

5.1 Update Agency Information Overview

5.2 Add/Edit Executive Director

5.3 Add/Edit Program Director

5.4 Add/Edit Sub-Agencies

5.5 Add/Edit Sites or Offices

5.6 Report No Services

5.7 EESD Contractor Information

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5.1 Update Agency Information OverviewThe Update Agency Information screen is used to update your agency's information with the Early Education and Support Division (EESD). Below you will see your agency's vendor number, assigned Field Services Office Consultant, and agency name and mailing address.

Clicking on one of the buttons below the Agency Name and Mailing Address section opens a screen where you can update that information. Each screen has detailed instructions available under a link called "How to use this screen" that appears towards the top of each section. These instructions are also detailed below.

Clicking on the "Generate Agency Datasheet" button allows you to create a report that contains all the contact and site/office information currently in our system for your agency. If any of the information is not accurate, use the buttons in the “Agency Name and Mailing Address” section to update the information as needed.

Clicking on the Generate Certification Form button allows you to print a document that must be signed and returned to EESD along with the annual Continued Funding Application package. It is not required to be submitted at any other time.

Note: The agency name and mailing address cannot be changed through this Web page as specific documentation is required from the agency to process that change. For information on how to change your agency's legal name or headquarters mailing address, contact your assigned EESD Field Services Office Consultant.

5.2 Edit Executive Director InformationFrom the Main Menu, select the function “Update Agency Information.” You may edit your Executive Director Information by clicking on the “Edit Executive Director Information” button underneath the Agency Name and Mailing Address section.

Review the information on the Edit Executive Director Information screen and make changes as necessary. Fields marked with an asterisk (*) are required. Click the "Submit Changes" button to save the changes.

In addition to the required fields, the following minimum information is required in order for the information to be saved. There must be at least two characters in both the first and last name fields (numbers are not allowed), phone number and Fax number must have 10 digits, and the email address must be complete.

If the information is complete, you will see "Approval Status: Edited - Pending" just above the "Title" field. Once your assigned Consultant reviews and approves the changes, the status will no longer be displayed. Questions about the status should be directed to your assigned Consultant.

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Note: The person listed as the Executive Director/Superintendent should be the primary administrator responsible for the overall operations of the agency, such as the Chief Executive Officer or President of a private corporation, President, Chancellor of a college, Superintendent of a local educational agency (county office of education, school district, etc.), City Mayor, etc. If you have questions on who should be listed, contact your Consultant.

5.3 Edit Program Director InformationUse this screen to add a new program director, update an existing program director’s contact information, assign or reassign program directors to your agency’s contracts. Any changes, deletes, or adds submitted will be marked as “Pending” under the Status column until reviewed and approved by the assigned Early Education and Support Division (EESD) Consultant. Once the change has been approved, the Status column will be blank.

The screen displays two grids. The first one is a list the current program directors for your agency with an edit and delete button to the right of each person’s name. The other one displays all current contracts your agency has with the EESD and the program director currently assigned to that contract. Follow the instructions below to view or update information for an existing program director, delete a program director, add a new program director, or change program director assignments.

Follow the instructions below based on what you want to do.

Program DirectorsThe program director is the person responsible for oversight of the child care and development contract. Depending on the contract type, different rules apply to who can hold this position. When adding new program directors or assigning an existing program director to a new contract, follow these guidelines:

For Center-Based contract types (CCTR, CFCC, CHAN, CMIG, and CSPP), the program director is the person who has the responsibility of supervising child care and development programs operated in a single site or multiple-sites; provides services in the care, development, and instruction of children in a child care and development program, serves as coordinator of curriculum and staff; and has administrative and programmatic responsibility for the program(s). A Program Director for a center-based contract shall hold one of the following:

A current Child Development Program Director Permit for multiple sites,

A current Children's Center Supervision Permit for a single site,

A current Elementary credential or single subject in home economics credential issued by the Commission on Teacher Credentialing plus 21 qualifying units in Early Childhood Education/Child Development (ECE/CD),

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An Administrative Services Credential authorizing administration or supervision in public schools in California that includes a preschool authorization, or

A qualifications waiver issued by the State Superintendent of Public Instruction

For Alternative Payment contract types (CAPP, C2AP, C3AP, and CMAP), the program director is the person who has overall responsibility for child care and development operations of the contract.

Change Program Director InformationIn this section, you see a grid containing two columns of information. They are:

Status – This column indicates if changes you submitted for this program director are still pending.

Program Director – This column shows the names of the all program directors currently listed for your agency.

To change information for an existing program director, such as updating their mailing address, phone number, e-mail address, etc., follow the steps:

1. Under the Program Directors section, select the “Edit” button to the right of the Program Director's name to edit their contact information.Result: The program director’s information is displayed and can now be edited.

2. Change the information for the program director and select the "Submit Changes" button. Make sure there is information in all the required fields (indicated by an asterisk - *). If any errors are displayed, make corrections as necessary and select the “Submit Changes” button again until no errors are displayed. Changes will not be saved unless all errors are resolved. Result: Once the changes have been submitted, the following is displayed for the program director on the main Edit Program Director page:

o A message appears just below the list of Program Directors that says “Your changes have been submitted."

o The “Status” column in the Program Directors list displays “Edited – Pending.”

o A "Cancel Changes" button now appears to the left of the Program Director's name to allow the user to undo the changes they just submitted.

o You can also continue to edit the program director's information while there are pending changes.

When the assigned Child Development Consultant approves the changes, the “Edited-Pending” note in the Status column and the "Cancel Changes" button will disappear.

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IMPORTANT: If you change the program director's phone number or e-mail address, make sure they have also updated their own user information located on the Add/Edit User's page within CDMIS.

If, for any reason, you want to cancel the changes you have made to a program director, follow these steps:

1. Click the "Cancel Changes" button that appears to the left of the Program Director's name. Result: The following message appears below Program Director grid along with two additional buttons:Message: Selecting "Cancel Changes" will remove all pending edits for [program director name]. Buttons: "Keep Changes" or "Cancel Changes"

2. You must click the "Cancel Changes" button to remove the changes and return the information back to what it was originally. If you decide you want to keep the changes you have made, click the "Keep Changes" button and your edits will remain pending.

3. After clicking the "Cancel Changes" button, the Status column will be blank as there are no longer pending changes for this program director. The original information EESD had for the program director is restored.

Delete a Program DirectorThe "Delete" button is not displayed for a program director until any contract assignments they had are change to a different program director and those assignments have been approved by the Child Development Consultant. Once that is done, the "Delete" button is displayed. Follow the steps below to delete a program director:

1. Select the “Delete” button to the right of the program director’s name you wish to delete. Result: You are prompted to confirm your request.

2. Select the “Confirm Delete” button to submit the delete request to EESD.Result: After confirming the delete request, the following is displayed for the program director on the main Edit Program Director page:

o A message appears just below the list of Program Directors that says “Your changes have been submitted."

o "Deleted - Pending” in the Status column for the program director you've deleted.

o The "Delete" and "Edit" buttons for this program director are no longer displayed.

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o A "Cancel Changes" button now appears to the left of the Program Director's name to allow the user to cancel the delete request they just submitted.

Once the Child Development Consultant approves the delete, the program director will be removed.

IMPORTANT: After deleting a program director, you must also deactivate the program director's access to the CDMIS web site if they no longer have the need to access this information. For security reasons, make sure you deactivate any user's access when that person leaves your agency or their responsibilities no longer include the need to access the CDMIS secure Web site. For help deactivating a user or super user, follow the user deactivation instructions found on the Using the Edit User Screen section of this manual or call CDMIS staff.

If, for any reason, you want to cancel the delete request for a program director, follow these steps:

1. Click the "Cancel Changes" button that appears to the left of the Program Director's name. Result: The following message appears below Program Director grid along with two additional buttons:Message: Selecting "Cancel Changes" will remove the pending delete for [program director name]. Buttons: "Keep Changes" or "Cancel Changes"

2. You must click the "Cancel Changes" button to cancel your delete request or the program director will be removed from the list when the Child Development Consultant approves the changes. If you decide you want to keep the program director delete request in place, click the "Keep Changes" button and the delete request will remain pending.

3. After clicking the "Cancel Changes" button, the Status column will be blank as there is no longer a pending delete for this program director. The "Delete" and "Edit" buttons are displayed again and the information for the program director can be edited as needed.

Add a New Program Director1. Select the “Add a New Program Director” button that appears under the list of

existing program directors.Result: A blank program director section appears.

2. Enter the required information (indicated by an asterisk - *) for the new program director and select the “Submit Updates” button. Result: A new program director is added to the Program Director’s list and the following is displayed for the program director on the main Edit Program Director page.

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o A message appears just below the list of Program Directors that says “Your changes have been submitted

o “New - Pending” in the Status column for the program director you've added.

o The "Edit" button is displayed and you can make additional changes while the add program director request is still pending.

o A "Cancel Changes" button now appears to the left of the new Program Director's name to allow the user to remove the new program director they just added.

3. You can now assign the program director to contracts as necessary. Assignment changes will remain pending until the Child Development Consultant approves them.

When the assigned Child Development Consultant approves the new program director, the “Status” column will be blank.

IMPORTANT: After you add a new program director and assign them to a contract, the next step is to add the new program director as a super user to the CDMIS Web site. If you are unsure how to do that, call CDMIS staff at the number found at the bottom of this page.

If, for any reason, you want to cancel a pending add for a program director, follow these steps:

1. Click the "Cancel Changes" button that appears to the left of the Program Director's name. Result: The following message appears below Program Director grid along with two additional buttons:Message: Select the "Remove New Program Director" button to confirm the removal of [program director name] as a new program director. Buttons: "Keep Changes" and "Remove New Program Director"

2. You must click the "Remove New Program Director" button to cancel your add request or the program director will be added to the grid and any pending assignment changes made related to the new program director will be put in place when the Child Development Consultant approves the changes. If you decide you want to keep the program director add request in place, click the "Keep Changes" button and the add request will remain pending.

3. After clicking the "Remove New Program Director" button, that program director's name will be removed from the list and any pending assignment changes will revert to the previously assigned program director.

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Contracts and Assigned Program DirectorsUnder the Contracts and Assigned Program Directors section is a grid containing three columns containing information your agency’s contracts and the program director currently assigned to that contract. They are:

Status – this column indicates if any assignment changes are pending. If it is blank, this indicates that no changes are currently pending.

Contract – this column lists all child care contracts your agency has with the California Department of Education, Early Education and Support Division.

Assigned Program Director – this column shows the currently assigned program director for your agency’s contracts.

Change a Contract’s Assigned Program Director1. Determine which contract you wish to change assignments for.

2. Expand the dropdown list that contains all the program directors for your agency and select the program director’s name you wish to assign to this contract.Result: The program director’s name is listed.

3. Select the “Assign” button to submit the change.Result: The “Status” column displays “Pending Assignment" and the following is also displayed:

o A message appears just below the Contracts and Assigned Program Directors grid that says “Your changes have been submitted.

o A "Cancel Pending Assignment" button is displayed to allow the user to cancel the change they just submitted.

When the assigned Child Development Consultant approves the assignment change, the “Status” column will be blank.

If, for any reason, you want to cancel the assignment changes you have made, follow these steps:

1. Click the "Cancel Pending Assignment" button that appears to the left of the Program Director's name. Result: The following message appears below Program Director grid along with two additional buttons:Message: Selecting "Cancel Pending Assignment" will remove all pending edits for [program director name]. Buttons: "Keep Pending Assignment" or "Cancel Pending Assignment"

2. You must click the "Cancel Pending Assignment" button to cancel the assignment change you made and return the assignment back to what it was originally. If you decide you want to keep the assignment change you made, click

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the "Keep Pending Assignment" button and your assignment change will remain pending.

3. After clicking the "Cancel Pending Assignment" button, the Status column will be blank as there are no longer pending changes. The original information EESD had for the contract's assigned program director is restored.

Error Messages and SolutionsA Prefix is required.

Problem: You have added a new program director or edited an existing program director and no prefix has been selected.

Solution: Select a prefix from the drop down list and select the "Submit Changes" button.

Program Director First Name is required.

Problem: The program director's first name is missing, only contains one letter, or contains numbers.

Solution: Review the information provided for the program director's first name and make corrections as necessary then select the "Submit Changes" button.

Program Director Last Name is required.

Problem: The program director's last name is missing, only contains one letter, or contains numbers.

Solution: Review the information provided for the program director's last name and make corrections as necessary then select the "Submit Changes" button.

The Program Director you are adding already exists.

Problem: A program director with the same first and last name already exists. A program director cannot be listed more than once.

Solution: Review the existing program directors listed for your agency and select the "Edit" button that appears to the right of the page to update that person's information.

A P.O. Box or a Street Address is required.

Problem: The program director address is either missing or invalid street address or P.O. Box listed.

Solution: Enter either a P.O. Box or Street Address for the program director and select the "Submit Changes" button.

A complete P.O. Box or a Street Address is required.

Problem: The program director's P.O. Box or street address does not contain enough information.

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Solution: Review the information provided and enter complete information for the P.O. Box or Street address and select the "Submit Changes" button.

A City is required is required.

Problem: The City information has not been provided.

Solution: Review the information you entered, make the corrections as needed and select the "Submit Changes" button.

The City is not valid for this Zip Code.

Problem: You have entered a Zip Code and City that do not go together or the City name you have entered is misspelled.

Solution: Review the Zip Code and City provided and correct the information. The two pieces of information are validated against each other so both must be entered correctly. Select the "Submit Changes" button to submit your information.

A phone number is required.

Problem: The phone number is missing.

Solution: Enter the program director's phone number and select the "Submit Changes" button.

The Phone area code is not valid for California.

Problem: You have entered an area code that does not exist in California.

Solution: Review the information you entered, make the corrections as needed and select the "Submit Changes" button.

A valid phone number is required.

Problem: You have entered phone number that does not contain ten (10) numbers or contains non-numeric (not 0-9) characters.

Solution: Review the information you entered, make the corrections as needed and select the "Submit Changes" button.

The Fax number is required.

Problem: You have not entered a Fax phone number.

Solution: Enter the program director's Fax number and select the "Submit Changes" button.

The Fax area code is not valid for California.

Problem: You have entered Fax area code that does not exist in California.

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Solution: Review the information you entered, make the corrections as needed and select the "Submit Changes" button.

A valid Fax number is required.

Problem: You have entered a Fax number that does not contain ten (10) numbers or contains non-numeric (not 0-9) characters.

Solution: Review the information you entered, make the corrections as needed and select the "Submit Changes" button.

A valid e-mail address is required.

Problem: The e-mail address provided is either missing or incomplete.

Solution: Review the e-mail address and make corrections as necessary so the e-mail address is complete. Select the "Submit Changes" button.

You cannot unassign a program director from a contract.

Problem: For one of the contracts listed, you changed the currently assigned program director to "Not Assigned" and clicked the "Assign" button. A contract must have an assigned program director.

Solution: Select the correct program director in the dropdown list and click the "Assign" button. If the program director you need to assign does not appear on the list, click the "Add a New Program Director" button under the Program Directors section on the same page. Once you add the new program director, you can assign the new program director to the contract they are responsible for.

FAQs about Edit Program Director InformationQuestion 1

Our program director is leaving at the end of the month and we have not found a replacement for her yet. Who do we enter as the program director until we find someone?

Answer: Contact your assigned Child Development Consultant. They will tell who you should list as the interim program director until a permanent replacement is found.

Question 2

Our new program director doesn't have an e-mail address of her own yet. Whose e-mail can we use until we can establish one for her with our agency?

Answer: You can temporarily use an e-mail address for anyone at your agency as long as they can guarantee that e-mails received by them for the program director will be provided to her promptly. It is important that the program director's e-mail address is updated as soon as it is available as EESD will use this information to contact the program director.

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Question 3

I made some changes to our program director's information and realized what I entered was wrong. The Status column says "Edited - Pending." Can I make more changes or do I have to wait until the changes I initially submitted are approved?

Answer: As long as the "Edit" button is visible, you can make changes and submit them for any program director.

5.3 Add/Edit Sub-AgenciesOverviewThe purpose of sub-agencies is to allow agencies to break the families being reported on the CDD-801A report into more manageable groups. Sub-agencies can represent sites, specific contract types, regional areas, etc. Agencies that choose to create sub-agencies can create as many as they determine necessary for reporting purposes.

Sub-agencies are not required - they are optional. To add a new sub-agency, click the "Add Sub-Agency" button at the bottom of the screen. To edit an existing sub-agency, click the sub-agency's name. 

Result: The sub-agency section will expand at the bottom of the page and allow you to enter information. Then you can follow the step-by-step instructions to change a sub-agency.

Use this screen to add, change or delete a sub-agency. Sub-agency assignments are only used for CDD-801A reporting, not CDD-801B reporting.

Important ReminderDo not click the "Back" button on your browser - this may result in errors or duplicates. Use the navigation buttons and links on the screen.

You must always click the "Save" button when you enter or update information on the screen in order to send it to the California Department of Education (CDE).

Required InformationFor each sub-agency, you must enter:

a name

a start date

Step-by-Step Instructions to Change or End a Sub-AgencyTo change a sub-agency's name or edit the description:

Change the sub-agency name or description and click the "Save" button. Result: If the edit sub-agency section closes this means the changes have been saved.

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The message "Sub-Agency has been updated" will appear in green at the top of the page. If there are errors, error messages are displayed in red and must be corrected before the information can be saved.

To change a sub-agency's start month or year:

Change the start month or start year to the period needed and click the "Save" button. Result: The message "You have chosen to change the date for the selected sub-agency" appears. To confirm the date change, click the "OK" button. To cancel the change, click the "Cancel" button. Once the information has been saved, the message "Sub-Agency has been updated" will appear in green at the top of the page.

To end a sub-agency that is no longer needed for CDD-801A reporting:

Change the end date month and year to the period you wish the sub-agency to stop displaying and click the "Save" button. Result: The following message appears: "You have chosen to change the start or end date for the selected sub-agency. Be sure you have read and understood the technical instructions regarding the creation and maintenance of sub-agencies before you continue. Choose "OK" to continue and make the change. Click "Cancel" to stop and return to the Agency/Sub-agency Information screen."

If you click "OK", the message "Sub-Agency has been updated" will appear in green at the top of the page. If you click "Cancel" the changes you made not saved.

Step-by-Step Instructions to Delete a Sub-Agency

Important: You can delete a sub-agency only if no families were ever reported under the sub-agency.

To delete the sub-agency, click the name of the sub-agency you wish to delete. When the edit section opens, click the "Delete" button that appears towards the bottom of the page. Result: If families are found in the database associated with this sub-agency, the message "There are family records associated with this sub-agency, therefore it may not be deleted." appears at the top of the page and you will not be able to delete the sub-agency, but can end the sub-agency using the instructions above. If no families are found associated to the sub-agency, the sub-agency is deleted.

Descriptions and Definitions

Data Element Name

Description or Definition

Sub-agency name The name of this sub-agency, as entered by the agency super user.This name is used only by the agency's users. The name should brief but descriptive enough to easily identify the

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sub-agency if questions arise.

Start Date This is the first report month and year for which the user can submit data for this sub-agency.

End Date This is the last report month and year for which the user can submit data for this sub-agency.

Vendor Number/Submission Code

The vendor number (the first four characters or numbers) is from CDE's official files.The submission code is the three-digit code assigned by the CDMIS web application. The default submission code for each agency is "000" and when a sub-agency is added, it is assigned "001" by the system. Each additional sub-agency added is assigned the next available number (i.e., 002, 003, etc.) in order of when it was added.

Registered Users This is the list of agency users who have been assigned to enter family information for this sub-agency.The agency super user assigns users to a sub-agency by using the "Edit User Screen" or the "Add User screen."

Description A description of this sub-agency, as entered by the agency super user.This description should provide more detailed information than the sub-agency name.

How to Exit the Add/Edit Agency/Sub-Agency Information Screen Click the "Main Menu" link that appears just above the page name, or

Click the "Log Out" link that appears just above the page name, or

Click the "Return to Agency/Sub-Agency" button.

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5.4 Add/Edit Sites or OfficesOverviewThe Add/Edit Site or Office screen is used to add or change information about sites or offices used by your agency in relation to your contracts with the Early Learning and Support Division (EESD). Instructions are also provided on how to cancel a pending change you made for any reason. Each contract your agency has with EESD must be assigned to at least one site or office based on the definition below. Agencies with contracts that fall into both the Site and Office categories (see Required Information below) should have Sites and Offices listed. For the purpose of maintaining information on these Web pages, we define sites and offices as follows:

When viewing the Add/Edit Sites or Offices screen, the column "Facility Type" indicates whether the facility listed is a "Site" or an "Office."

Required InformationSITE: Agencies with the following contract types have sites: CCTR, CHAN, CMIG, or CSPP. A Site is the physical location (one or more classrooms) where subsidized services are provided to children through the agency's contracts with EESD. EESD requires agencies to provide the following information for each site where subsidized children receive services from these contract types as follows:

At least one site must be listed to indicate where subsidized children receive services.

Each site must have at least one contract assigned to it (the contract that funds services to children at that location).

Each site must have at least one license (whether license-exempt or not).

Each of the agency's contracts associated with this facility type as defined above must be assigned to at least one site.

For each site, you must provide:

Site Name and address. For licensed facilities, the name and address should match the name and address on the License issued by Community Care Licensing.

First and Last Name of Site Supervisor.

Phone Number for Site Supervisor.

All EESD child care contracts funding services to children at that site and indicate the total number of children served by age group funded by each contract in a typical day (for agencies adding new sites, enter the information based on

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numbers you anticipate serving). Enter zero if you have no children in that age group.

All Licenses for that site issued by Community Care Licensing. If your site is license exempt, enter EXEMPT as the license number instead. If you are unsure, contact your assigned Child Development Consultant.

NOTE: If you provide services to children in family child care homes through a CSPP, CCTR, or CMIG contract, you would also list this contract under the FCCH Information section. The number of children reported by age group under FCCH information would be a sub-set of the number of children you list that are served at a site.

OFFICE: Agencies with the following contract types have offices: C2AP, C3AP, CAPP, CFCC, CMAP, or CRRP. Offices are the administrative facility where families come to apply for services or obtain information related to these contracts. The following rules apply to agencies with these contract types:

Each agency must have at least one office.

Each of the agency's contracts associated with this facility type as defined above must be assigned to at least one office.

For each office, you must provide:

Office Name and address.

All contracts associated with the office and the total number of children by age group in a typical day for each associated contract except as follows:

o CRRP contracts must be assigned to the office they are associated with but no child counts are collected for this contract type as it is a referral contract only.

o CFCC contracts must be assigned to the office they are associated with but no child counts are collected because this information is collected in the Family Child Care Home (FCCH) Information section along with the number of homes where children are served.

NOTE: If one or more of your facilities operates as both a Site and an Office, that facility would be listed twice. For example, your CAPP contract operates an administrative office at a facility where families can come to apply for services or obtain child care information and the same facility has a licensed classroom where services are provided to children funded from your CCTR contract. Because they are located at the same address, both facility types need to be listed.

How to Add a Site or Office1. Select the "Add a New Site or Office" button.

Note: In order to provide you with the correct screens to enter your information,

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you will be prompted to select the type of facility you want to add if you have both contracts types (those that have offices and those that have sites).

2. Select the facility type you want to add and select the "Submit" button. Result: A screen will load where you can begin entering information based on the facility type you selected.

3. Enter all the required information for the site (noted by an asterisk) and select the “Submit Changes” button. Note: If red error messages appear regarding missing or invalid site information, correct the information and select the “Submit Changes” button again. Repeat this process until the red error messages disappear.

4. For new Sites: Once you have successfully submitted the information, two additional sections will appear that must be completed for the new site. They are Number of Children Served in Each Contract – this is where you must add a contract to this new site, and License – this is where you add a license to the new site. Follow the instructions below under “How to Add, Update, or Delete Information for Existing Sites or Offices” and “Additional Requirements for Sites” for steps on adding a contract and adding a license.For new Offices:Once you have successfully completed the information for the new office, you will see a new section appear called Number of Children Served in Each Contract that contains an "Add Contract" button. Select this button to add a contract to the office. You must assign at least one contract to an office before it is considered complete. Follow the instructions above on adding a contract.

NOTE: New Sites or Offices will not be submitted for approval until all information has been provided for the new site. For instance, if you do not add a contract for a new office or if you do not add both a contract and a license to a new site, the Status column on the Add/Edit Sites or Offices screen will display "Incomplete" and the new site or office you have added will not be submitted to your assigned Child Development Consultant for review.

To cancel a new pending site and remove it from the list, follow these steps:1. Click the "Cancel Changes" button that appears to the left of the site name. 

Result: The following message appears below the grid containing the sites and offices along with two additional buttons:Message: Selecting "Cancel Changes" will remove all pending changes for the [site name] site.This includes any pending changes to the Number of Children for each Contract and/or pending changes to Licenses for the site. Buttons: "Keep Changes" or "Cancel Changes"

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2. You must click the "Cancel Changes" button to remove the add site request or the site will be added to the list of sites/office along with associated contracts and licenses when the Child Development Consultant approves the changes. If you decide you want to keep the new site as pending, click the "Keep Changes" button and the add request will remain pending.

3. After clicking the "Cancel Changes" button, the pending site's name will be removed from the list.

To cancel a new pending office and remove it from the list, follow these steps:1. Click the "Cancel Changes" button that appears to the left of the office name. 

Result: The following message appears below the grid containing the sites and offices along with two additional buttons:Message: Selecting "Cancel Changes" will remove all pending changes for the [office name] site.This includes any pending changes to the Number of Children for each Contract. Buttons: "Keep Changes" or "Cancel Changes"

2. You must click the "Cancel Changes" button to remove the add office request or the office will be added to the list of sites/offices along with associated contracts when the Child Development Consultant approves the changes. If you decide you want to keep the new office as pending, click the "Keep Changes" button and the add request will remain pending.

3. After clicking the "Cancel Changes" button, the pending office's name will be removed from the list.

How to Add, Update, or Delete Information for Existing Sites or OfficesThis section allows you to add, update, or delete information for the site or office selected. It also provides instructions on how to cancel any changes you make so they are not forwarded to the Child Development Consultant for approval. For each site or office, contracts should only be associated with a site of office if funds from that contract are used to provide services to families and their children at that site or through that office. In addition, the system will not let you delete a contract from a site or office if the contract is not associated with at least one other existing site or office.

How to Update the Site or Office Facility Information1. Select the "Edit" button to the right of the Site or Office you wish to update.

Result: The section expands and you can update the site name, site supervisor, phone number, and FAX number for the site or office.Note: You cannot update the site or office address. If an address needs to be changed, you must add a new site or office.

2. Select the “Submit Changes” button when you are finished.Result: The changes you made were updated and you should see "Approval Status: Edited - Pending" above the site/office name. The "Edit" button is displayed to allow changes to be made as needed. The message "Your changes

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have been submitted" appears. Note: If there are errors regarding missing or incorrect information, correct the related information and select the “Submit Changes” button. You must resolve all error messages before leaving this screen or the changes you made will be lost.

3. Click the "Select another Site to Edit" button.Result: You are returned to the main Update Site of Office information page. The Status column displays "Edited - Pending" next to the site or office. There is a "Cancel Changes" button that appears between the status and the Site/Office name columns, which allows the user undo the changes they just submitted. In addition, the "Delete" button is hidden. You can continue to edit the facility information while edits are pending. Once changes have been approved by your Child Development Consultant, the Status column will be blank and the "Delete" button will reappear.

How to cancel pending changes for a Site or Office1. Click the "Cancel Changes" button that appears to the left of the site/office

name. Result: The following message appears below the grid containing the sites and offices along with two additional buttons:Message: Selecting "Cancel Changes" will remove all pending changes for the [site/office name].Important Note: Any pending changes to contracts or licenses associated with the site or office will also be cancelled and the original information will be restored. If there are some changes that need to be kept, they will have to be submitted again.Buttons: "Keep Changes" or "Cancel Changes"

2. You must click the "Cancel Changes" button to remove the changes and return the information back to what it was originally. If you decide you want to keep the changes you have made, click the "Keep Changes" button and your changes will remain pending.

3. After clicking the "Cancel Changes" button, the Status column will be blank as there are no longer any pending changes for this site/office. The original information has been restored and the "Delete" button is now visible.

Updating Information under the "Number of Children Served in Each Contract" Section

1. In the Number of Children Served in Each Contract section, select the “Edit” button to the right of the contract you want to update. Result: The section expands and you can update the information for the different age groups displayed.

2. Update the information as necessary so it reflects the typical daily enrollment. If no children are served in a particular age group, enter zero (0) for that age group.

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Note regarding CSPP contracts with PKFLP funds: If your agency has a CSPP contract that includes PKFLP funds, an additional question is displayed to indicate if PKFLP funds are used at this site. If there is no change to this information, leave it as it is. If the agency has received EESD written approval to add or remove PKFLP related services to or from this site, change the answer to the question "EESD Approved Prekindergarten and Family Literacy Program (PKFLP) site" so it reflects the written approval from EESD.

3. Select the “Submit Changes” button to save your changes.Result: The changes you made were updated, and the Status column displays "Edited - Pending" next to the contract, and the message "Child count changes were submitted" appears below the list of contracts. Note: If any red error messages appeared when you selected "Submit Changes," you must resolve those errors indicated and select the "Submit Changes" button to save your information. Repeat this process until the red error messages no longer appear.

Adding a Contract to the "Number of Children Served in Each Contract" Section1. Under the Number of Children Served in Each Contract section, select the “Add a

New Contract” button. Result: The section expands to allow information to be added.

2. Select the contract from the dropdown list you wish to add to this site or office. Depending on the type of contract you select, certain fields will be displayed for you to enter number of children served by age group funded by this contract based on the typical daily enrollment. If no children are served in a particular age group, enter zero (0). Only add contracts to sites or offices that fund services to children through that site or office. Note regarding CSPP contracts with PKFLP funds: If your agency has a CSPP contract that includes PKFLP funds, an additional question is displayed allowing you to indicate if PKFLP funds are used at this site. If your agency has received EESD written approval to provide PKFLP services at this site, answer “Yes” to the question "EESD Approved Prekindergarten and Family Literacy Program (PKFLP) site." If no PKFLP services will be provided at this site related to the CSPP program, answer “No.”

3. Select the “Submit Changes” button to add the contract to this site or office.Result: The changes you made were updated and the Status column displays "New - Pending" next to the contract. The message "Child count changes were submitted" appears just below the contracts list. The "Edit" button is displayed to allow changes to be made if needed.Repeat Steps 1 - 3 to add additional contracts to the site or office. Note: If any red error messages appeared when you selected "Submit Changes," you must resolve those errors indicated and select the "Submit Changes" button to save your information. When all errors have been resolved, the Number of

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Children Served in Each Contract list will be displayed and the message "Child count changes were submitted" appears just below the list of contracts.

Deleting a Contract from the "Number of Children Served in Each Contract" SectionYou should only delete a contract from a site or office because funding from that contract no longer provides services to children at the site or office you are currently updating, follow the steps below: Once the Child Development Consultant approves the delete, the contract will no longer be displayed in that list.

1. In the Number of Children Served in Each Contract section, select the “Delete” button to the right of the contract you wish to delete from the site or office you are editing. Result: The message "Confirm deletion of this contract" appears.

2. To delete the contract, select the "Confirm Delete” button to submit the delete request to EESD. The message "The deletion was submitted" appears below the list of contracts. Result: The main Add/Edit Sites or Offices screen will reload and you will see “Delete - Pending” in the Status column next to that contract and the "Delete" and "Edit" buttons are hidden. Once the Child Development Consultant approves the delete, the contract will be removed from the list.Special Note for deleting a CSPP contract that includes PKFLP funds: If the information for this contract currently indicates PKFLP services are being provided at this site, a message will be displayed reminding the agency they must have received written pre-approval from EESD to make this change.

Note: You will not be able to delete the only remaining contract from a site or office if that contract is not associated with at least one other site or office. If you wish to modify that information, follow the instructions above under updating information for a contract, or add this contract to the office it should be associated with and then delete it from the site or office where it should not be listed.

How to Cancel a Pending Add, Update, or Delete for a Contract under the "Number of Children Served in Each Contract" SectionIf you added a Contract to a site or office (Status is "New - Pending" for a contract), updated the children served for a contract associated with a site or office (Status is "Edited Pending"), or submitted a Delete request to remove a contract from a site or office (Status is "Delete - Pending" for a contract ), and realize that you need to undo the changes you have made, the only way to remove these pending changes from the site or office is to cancel all changes for that site or office. Doing this will undo all the changes you have made to the site or office that are still pending approval.

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Additional Requirements for SitesSites are required to have licenses or be exempt from licensing per regulations (contact your assigned child development consultant if you have questions regarding licensing). To make changes to licensing information for a site, follow these instructions:

Add a license1. Select the “Add a New License” button. 

Result: The section expands to allow information to be added.

2. Enter the License Number as it appears on your License from Community Care Licensing. If you are exempt from licensing, enter "Exempt" (don't include the quotes) in the license field and select the closest License Type that applies to your site. License Types are:I = Infant Care Center (Birth through 24 months) D = Day Care/Child Care Center (25 months through kindergarten) S = School Age Center (kindergarten through age 17) H = Center for mildly ill children

3. Enter the License Capacity as it appears on your License. If you are exempt from licensing, enter the capacity determined by Fire Marshall or Fire Department inspections.

4. Select the Start and End times, including indicating AM and PM, to indicate the hours of operation.

5. Select the “Submit Changes” button to submit the information and add the license to this site.Result: The changes you made were updated and the Status column displays "New - Pending" next to the license. The "Edit" button is displayed to allow changes to be made if needed and the message "Your changes have been submitted" appears just below the License list. Note: If any red error messages appeared when you selected "Submit Changes," you must resolve those errors indicated and select the "Submit Changes" button to save your information. Repeat this process until the red error messages disappear and you see a message that says "Your changes have been submitted" just below the list of licenses.

Update license information1. Select the “Edit” button to the right of the license you wish to edit.

Result: The section expands and you can update the update the information for the license.

2. Update the information as necessary.

3. Select the “Submit Changes” button to submit the changes.Result: The changes you made were updated and the Status column displays "Edited - Pending" next to that license and the message, "Your changes have

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been submitted" appears below the license list. Note: If any red error messages appeared when you selected "Submit Changes," you must resolve those errors indicated and select the "Submit Changes" button to save your information. Repeat this process until the red error messages disappear and you see a message that says "Your changes have been submitted" just below the list of licenses.

Delete a licenseYou should only delete a license from a site because that license is no longer applicable: Once the Child Development Consultant approves the delete, the contract will no longer be displayed in that list.

1. Select the “Delete” button to the right of the license you wish to delete. Result: The following message appears below the license grid along with two additional buttons:Message: Confirm Deletion of License [license number] from this site.Buttons: "Cancel Delete" and "Confirm Delete"

2. Select the “Confirm Delete” button to submit the delete request to EESD. Otherwise, you can cancel the delete by selecting the “Cancel Delete” button. Result: After confirming the delete, the Status column displays “Delete - Pending” for that license and the "Delete" and "Edit" buttons are hidden. Once the Child Development Consultant approves the delete, the license will be removed from that site or office.

Note: You will not be able to delete the only remaining license for a site. If you wish to change that information, follow the instructions above under updating a license currently displayed.

How to cancel a pending Add, Update, or Delete for a License Associated with a SiteIf you added a License to a site (Status is "New - Pending" for a license), updated License information for a site (Status is "Edited Pending"), or submitted a Delete request for a site (Status is "Delete - Pending" for a license), and realize that you need to undo the changes you have made, the only way to remove these pending changes from the site is to click the "Cancel Changes" button that appears next to that site's name on the main Add/Edit Sites or Offices web page.

How to Delete a Site or Office

1. In the Number of Children Served in Each Contract section, select the “Delete” button to the right of the site or office you wish to delete. Result: The following message appears below the list of Sites/Offices along with two additional buttons:Message: Confirm Deletion of the [site/office name] site/office.Buttons: "Cancel Delete" and "Confirm Delete"

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2. Select the “Confirm Delete” button to submit the delete request to EESD. Otherwise, you can cancel the action by selecting the “Cancel Delete” button. Result: After confirming the delete, the Status column displays “Delete - Pending” next to that site or office and the "Delete" and "Edit" buttons are hidden. Once the Child Development Consultant approves the delete, the site or office will be removed from the list.Special Note for sites with assigned CSPP contracts that include PKFLP funds: If the site you are deleting is currently designated as a PKFLP site (answer to PKFLP is “Yes”), a message will be displayed reminding the agency they must have received written pre-approval from EESD to make this change.

To cancel a pending Site or Office delete, follow these steps:

1. Click the "Cancel Changes" button that appears to the left of the Site or Office Name. Result: The following message appears below the grid containing the sites and offices along with two additional buttons:Message: Selecting "Cancel Changes" will cancel the pending delete for site/office [site/office number].Buttons: "Keep Changes" or "Cancel Changes"

2. You must click the "Cancel Changes" button to cancel the delete request for this site. If you decide you want to keep the delete request in place, click the "Keep Changes" button and the site/office will remain as delete-pending.

3. After clicking the "Cancel Changes" button, the site/office remains listed as assigned to this site/office and the Status column will be blank.

Age Group DescriptionsThe age groups defined below will be displayed based on the type of contract you are updating. Agencies who only have a CSPP contract will only be able to enter information in the 3-Year-Old, 4-Year-Old, and Preschool-Other fields as their programs can only provide services to children in a limited age group.

Infants: Birth to 18 months.

Toddlers: 18 months to 36 months.

Preschoolers: 36 months to Kindergarten.

School-age: Kindergarten to age 13.

3-Year-Olds: For FY 2013-14, children enrolled in a preschool program who turned 3-years-old on or before September 1st of the fiscal year in which they received services.

4-Year-Olds: For FY 2013-14, children enrolled in a preschool program who turned 4-years-old on or before September 1st of the fiscal year in which they received services.

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Preschool-Other: Children receiving services in the CSPP program who turned 5-years-old on or between September 2 and December 2 of the fiscal year in which they received services.

Error Messages and Solutions

A site name is required.

Problem: You have added or edited a site and there is no name in the Site Name field.

Solution: Enter a name for this site or office.

An address is required.

Problem: No street address has been provided for this site or office.

Solution: Enter the street address where this site or office is located and select the "Submit Changes" button.

A City is required.

Problem: No City has been provided for this site or office.

Solution: Enter the City where this site or office is located and select the "Submit Changes" button.

A valid 5-digit or 9-digit zip code is required.

Problem: No zip code has been provided for this site or office.

Solution: Enter a valid zip code for this site or office and select the "Submit Changes" button.

A valid Site Supervisor's First Name is required.

Problem: The Site Supervisor's First Name is missing, too short, or contains invalid characters.

Solution: The Site Supervisor's First Name must have at least two characters and cannot contain any numbers or extra spaces. Enter the correct information for the Site Supervisor's First Name and select the "Submit Changes" button.

A valid Site Supervisor's Last Name is required.

Problem: The Site Supervisor's Last Name is missing, too short, or contains invalid characters.

Solution: The Site Supervisor's Last Name must have at least two characters and cannot contain any numbers or extra spaces. Enter the correct information for the Site Supervisor's Last Name and select the "Submit Changes" button.

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A valid 10-digit phone number is required.

Problem: The phone number for the Site Supervisor is missing or incomplete.

Solution: Enter the correct information for the Site Supervisor's phone number and select the "Submit Changes" button.

The phone area code is not valid for California.

Problem: You have entered an area code that contains non-numeric characters.

Solution: Enter the correct area code for the site supervisor's phone number and select the "Submit Changes" button.

The Fax area code is not valid for California.

Problem: You have entered an invalid area code for the Fax number.

Solution: Enter the correct area code for the site supervisor's Fax number and select the "Submit Changes" button.

A valid email address is required.

Problem: The email address is either missing or incomplete.

Solution: Enter the site supervisor's full email address and select the "Submit Changes" button.

You cannot delete this [site/office] because the contract [contract number] must be assigned to at least one [site/office].

Problem: The contract assigned to the site or office you are trying to delete is not assigned to any other site or office or it is still a pending add on another site or office. A contract must be assigned to at least one site or office.

Solution: You must assign the contract related to this site or office to another site or office first. Once that contract assignment to the other site or office is approved by your Child Development Consultant, then you will be able to delete this site or office. If the contract is still add - pending to another site or office, you will have to wait until the Child Development Consultant approves that addition to the other site or office, then you will be able to delete this site or office.

You cannot delete the only remaining approved contract from a site or office.

Problem: The contract you are trying to delete is the only currently approved contract for this site or office. It cannot be deleted until a new contract is added and approved by the Child Development Consultant.

Solution: Each contract is required to be assigned to at least one site or office and our system will not allow you to remove the last remaining contract assignment for a site or

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office. If a different contract is funding services to children at this site, add it first, wait for the Child Development Consultant to approve it, then you can delete the other contract.

You cannot delete the only remaining approved license from a site.

Problem: You are trying to delete the only remaining license from a site.

Solution: Each site is required to have at least one license. Before you can delete this license, you must add a new license to this site and it must be approved by your Child Development Consultant. Once it is approved (status is blank next to the new license), you will be able to delete the old license.

You cannot delete this contract because a CCTR contract must be associated with at least one site or the contract must be listed in the Family Child Care Home (FCCH) Information section.

Problem: You are trying to delete a CCTR contract from the only remaining site it is assigned to. The contract must be listed somewhere.

Solution: Add the CCTR contract to another site where children are funded under this program or, if Family Child Care Homes are used to provide services under this contract, go to the Update FCCH Information section and add the CCTR contract there. Once the changes have been approved, you will be able to delete the CCTR contract from the other site.

A site with this address already exists.

Problem: You are trying to add a new site that already exists at the address you entered. You cannot have more than one site listed at the same address.

Solution: Look at addresses for each of the existing sites for your agency. Sites and Offices are listed alphabetically by their name. When you locate the site, review the information and update it as needed.

An office with this address already exists.

Problem: You are trying to add a new office that already exists at the address you entered. You cannot have more than one office listed at the same address.

Solution: Look at addresses for each of the existing offices for your agency. Sites and Offices are listed alphabetically by their name. When you locate the office, review the information and update it as needed.

FAQs about Add/Edit Sites or OfficesQuestion 1

My agency has both CCTR and CMIG contracts. In providing services under our contracts, we have both licensed centers and family child care homes where the

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children receive services. Do we include those children served in family child care homes under the number of children served by age group under our site information?

Answer: No. The way the information should be reported is based on where the children receive services. Report the number of children receiving services at the center (site) for the CCTR contract. We only want the children served in centers reported under those centers. To report the children who received services in licensed family child care homes, you would go to the FCCH Information screen and add the CCTR contract (or update it if it is already listed). Enter the total number of homes being used to serve children under that contract as well as the number of children served by age group.

Question 2

I have added a new site we began operating last month, but when I try to add our new contract to that site, I don't see it in the list of contracts we have. Why isn't it there?

Answer: Contracts only appear in the list of your available contracts after the California Department of Education's Contracts Office has mailed the contract to the agency. It can take time depending on where your agency's contract is in the process. Contact your Child Development Fiscal Analyst for the status of a new contract.

Question 3

Our agency has C2AP, C3AP, CCTR, and CSPP contracts. All our administrative offices are located at one building and that building includes one of our centers where services are provided to children under our CCTR contract. In addition, we have additional facilities where both our CSPP and CCTR contracts fund services to children. Can we list all the contracts that all share the same building under one site?

Answer: No. Even though all your contracts are administered in the same facility, there are two different functions that are occurring and we separate those out. For the C2AP and C3AP contracts, you would make sure that facility is listed as an office (Facility Type column should say "Office") with those two contracts assigned to that office. In addition, you would list that same facility as a site (Facility Type column should say "Site") and assign the CCTR contract to that site. Your other facilities where the CCTR and CSPP contracts provide services to other children would all be listed as individual sites with each applicable contract assigned to it.

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5.5 Add/Edit FCCHOverviewThis purpose of this screen is to provide summary information on the number of licensed family child care homes your agency uses to provide services to children funded by contracts your agency has with the Early Education and Support Division (EESD). If it does not apply to your agency, you should not submit any information in this section.

Note: All Family Child Care Home Education Network contracts (CFCC contract) must be listed in this section and must include at least one home and at least one child served. A CFCC contract cannot be deleted from this screen as this is the only place where the summary information on number of homes and number of children are collected for these contracts.

Required Information

For each contract where children are served in family child care homes, you must enter:

The number of licensed family child care homes serving EESD-subsidized children under that contract.

The number of children served by age group.

Step-by-Step InstructionsTo update family child care home information for a contract:

1. Select the "Edit" button to the right of the contract you wish to update.Result: The screen reloads and displays only the current information for the contract you selected. This allows you to update the number of homes and number of children served in each age group.

2. Enter the number of homes used to serve children and enter the number of children in each age group that receive services in those homes. You must enter a number greater than zero in the number of homes and at least one of the age group fields. If you do not serve children in every age group, enter zero (0) for those age groups.Note: If you do not want to make any changes at this time, select the "Cancel" button to return to the main Add/Edit FCCH Information screen.

3. Select the "Submit Changes" button when you are finished.Result: You are returned to the Add/Edit FCCH Information screen and the changes you made are displayed in the grid. Below the grid is a message that says "Your changes were submitted." The "Delete" button is hidden, but you can

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still make changes while there are pending changes. Changes submitted will remain as “Edited - Pending” under the Status column until your assigned Child Development Consultant reviews and approves the changes. Once approved, the Status column will be blank.

To cancel changes you have made to family child care home information, follow these steps:

1. Click the Cancel Changes button that appears next to the contract number.Result: The following message appears below the list of contracts along with two additional buttons:Message: Selecting "Cancel Changes will remove all pending edits for contract [contract number].Buttons: "Keep Changes" and "Cancel Changes"

2. You must click the "Cancel Changes" button to remove the changes and return the information back to what it was originally. If you decide you want to keep the changes you have made, click the "Keep Changes" button and your edits will remain pending.

3. After clicking the "Cancel Changes" button, the Status column will be blank as there are no longer pending changes for this contract. The original information EESD had for this contract's family child care home information is restored.

To add family child care home information for a contract not listed:

1. Select the "Add a FCCH Contract" button.Result: A new section appears where you can select a contract to add and enter the information for that contract.

2. Select the contract you wish to add from the drop down list.Result: The page reloads to display only those age groups that apply to the contract you selected (some contracts have limited age groups they can serve). Note: Only active contracts that are not already listed are available in the dropdown list of available contracts to add.

3. Enter the number of homes and children served by age group in those homes. You must enter a number greater than zero in the number of homes and at least one of the age group fields. If you do not serve children in every age group, enter zero (0) in those fields.Note: If you change your mind and do not want to add FCCH Information for this contract, select the "Cancel" button and you will be returned to the main Add/Edit FCCH Information page.

4. Select the "Submit Changes" button when you are finished.Result: You are returned to the Add/Edit FCCH Information screen and the new contract you added is displayed in the grid. Below the grid is a message that says "Your changes were submitted." The Status column will display “New -

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Pending” until your assigned Child Development Consultant reviews and approves the changes. The "Edit" button is displayed in case you need to make additional edits while the add request is pending. Once approved, the Status column will be blank and the "Delete" button will also appear.

To cancel a pending add request, follow these steps:

1. Click the Cancel Changes button that appears next to the add-pending contract number you wish to remove.Result: The following message appears below the list of contracts along with two additional buttons:Message: Selecting "Cancel Changes will remove the add request for contract [contract number].Buttons: "Keep Changes" and "Cancel Changes"

2. You must click the "Cancel Changes" button to remove the contract from the list. If you decide you want to keep the pending add request in place, click the "Keep Changes" button and the contract will remain as add-pending.

3. After clicking the "Cancel Changes" button, the contract will be removed from the list.

To remove a contract from the family child care home information:

1. Select the "Delete" button to the right of the contract you wish to delete.Result: The message "Confirm deletion of FCCH information for Contract [contract number]" appears.

2. To delete the family child care home information for this contract, select the "Confirm Delete" button. Result: The section will compress again and you will see the message "Your change has been submitted." Deletes submitted will remain as “Deleted - Pending” under the Status column until your assigned Child Development Consultant reviews and approves the changes. The "Edit" and "Delete" buttons are now hidden. Once approved, contract will no longer be displayed on the screen.Note: If you decide not to delete this contract, select the "Cancel Delete" button and you will be returned to the main Add/Edit FCCH Information screen.

To cancel a pending delete request, follow these steps:

1. Click the Cancel Changes button that appears next to the delete-pending contract number you wish to remove.Result: The following message appears below the list of contracts along with two additional buttons:Message: Selecting "Cancel Changes will remove the delete request for contract [contract number].Buttons: "Keep Changes" and "Cancel Changes"

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2. You must click the "Cancel Changes" button to cancel the delete request for this contract. If you decide you want to keep the pending delete in place, click the "Keep Changes" button and the contract will remain as delete pending.

3. After clicking the "Cancel Changes" button, the contract will be remain listed and the "Delete" and "Edit" buttons will be displayed.

Age Group Descriptions: Infants: Birth to 18 months.

Toddlers: 18 months to 36 months.

Preschoolers: 36 months to Kindergarten.

School-age: Kindergarten to age 13.

Error Messages and SolutionsNumber of Homes must be greater than zero (0).

Problem: You have entered a zero in the Number of Homes field.

Solution: Enter a number greater than zero. If you no longer use family child care homes related to this contract, you need to delete this family child care home summary record instead of changing the information.

At least one age group must have a child count greater than zero (0).

Problem: All the age groups show zero (0) children served.

Solution: At least one of the age groups listed must have a number greater than zero (0).

Child Counts for each age group cannot be blank.

Problem: One or more of the age groups is missing information.

Solution: Enter a number in the age group that is missing information. If no children are served in this age group, enter zero (0).

You cannot delete this contract because a CCTR contract must be associated with at least one site or the contract must be listed on the Ad/Edit FCCH Information screen.

Problem: You are trying to delete the only CCTR contract listed where children are listed as being served.

Solution: If you no longer use family child care homes to provide services to children under your CCTR contract, you must add the CCTR contract to one of your sites in the Add/Edit Sites or Offices section before the system will allow you to delete the CCTR contract from the family child care home information page.

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FAQs about Add/Edit FCCH InformationQuestion 1

We used to provide services to children through some licensed family child care homes, but we now only provide services at licensed centers. I tried to change the numbers to zero (0) but I keep getting an error message saying I can't enter zero. What do I do?

Answer: If you used to have family child care homes associated with a contract but no longer use them, you need to remove the family child care home completely by selecting the "Delete" button to the right of that contract. Note: For CCTR contracts, before you can delete a CCTR contract that is currently listed in the FCCH Information section, you must ensure the contract is assigned to at least one site to indicate where services to children are provided. If this is the only section where the CCTR contract is listed, you will not be able to delete the CCTR contract until you assign it to at least one site.

Question 2

We only have a CCTR contract and only provide services to children in licensed family child care homes. We have a site listed but realize that the site is only an administrative address shouldn't be listed as a site as no children actually receive services there. What should we do?

Answer: First, make sure you have the CCTR contract listed under the FCCH Information section. If it is there, you must delete the site from the Add/Edit Sites or Offices section. Just click the "Delete" button that appears to the right of the site and confirm the deletion. If you do not see the "Delete" button, it means you've made changes to the site that must be cancelled first (click the Cancel Changes button). The "Delete" button is hidden as long as there are pending changes.

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5.6 Report No ServicesHow to Report No Service Periods

The California Department of Education uses this information to determine if an agency is not providing services for a specific contract/program type (e.g., CCTR, CSPP, C2AP, etc.) during a report month. If you place a check mark in a box under the No Service Periods section, it will indicate that no CDD-801A will be submitted that month for the specified program type(s) in the selected fiscal year.

To report No Services Periods for a specific month and program type, scroll to the "No Service Periods" section of the Sub-agency/No Services screen. Select the fiscal year to be updated. Next, place a check mark in the appropriate box to indicate that no services will be provided for the month(s) and program type(s) specified. When you are finished you must click the "Save No Service Periods" button before you leave the screen or your changes will not be saved. If you attempt to mark no services for programs in months where families receiving services in those programs have already been submitted, you will receive the message "The No Services Periods for the program and report month you checked cannot be saved because services have already been reported for that program in the report month selected." This message will be followed by the Month and Program Type causing the problem. You then need to decide if you have submitted 801A reports for these programs in error and need to delete families that should not have been reported, or if only one of your sites is closed and others are operating and these boxes should not be checked.

Note: Many agencies have more than one site providing services for the same program type. For instance, if you have two sites operating a CCTR program and only one of those sites is not operating during a particular report month, then you should not check the box because it will prevent the operating site from submitting their report. If users attempt to submit a CDD-801A report for the site providing services (adding or editing families and children, copying families from month to month, or submitting electronic files) they will receive the following message: "Program Code 1 (or Program Code 2 or Program Code 3) is marked as No Service for this reporting period." Remember, by checking the box you are indicating there are no services at all from your entire agency for that program type and report month.

No Service Periods can only be viewed and updated by an agency super user. If you find that a program type has been marked by mistake, contact your agency's super user and have them correct the information by un-checking the "No Services Periods" box for the report month.

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Appendix List

Introduction This section contains helpful documents for contractors completing the CDD-801A and CDD-801B reports.

ContentsAppendix Title

A File Format Specifications

B Monthly Child Care Family Fee Schedule

C Fiscal Apportionment Analyst Directory

D Data Definitions

E Software Vendors

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Appendix A: File Format Specifications

Field #

Field Letter

Data element description

Data type

Data size

Entry required?

Comments

1 A Report month and year

C 7 Yes Required format is mm/yyyy. Example: January 2012 must be entered as 01/2012.

2 B Vendor number/submission code 

C 7 Yes Example: Vendor number Z987 and submission code 000 is entered as Z987000.

3 C Family Identification/Case Number (FICN)

C Max. 15

Yes Only letters A-Z (both upper and lower case are acceptable) and numbers 0-9 are allowed. For each family you must report the FICN.

4 D Head-of-Household Social Security Number

N 9 No Numbers only; do not include dashes (-). The SSN field is not required to be completed.

5 E Head-of-Household Last Name

C Max. 50; min. 2

Yes Only letters, hyphens, spaces, and apostrophes are allowed.

6 F Head-of-Household First Name

C Max. 50; min. 2

Yes Only letters, hyphens, spaces, and apostrophes are allowed.

7 G Head-of-Household Middle Initial

C 1 No This field must be included in the file, even if it is blank.

8 H Head-of-Household Zip Code

N 9 Yes Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension)

9 I TANF/CalWORKs Cash Aid Recipient?

C 1 Yes 3 valid entries are: Y (yes), N (no), or U (unknown).

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10 J Family Income Greater Than 70 Percent of the State Median Income Level?

C 1 Yes 3 valid entries are: Y (yes), N (no), or U (unknown).

11 K Family Size N 2 Yes Numbers only; 0-912 L Family

IncomeN 4 Yes Numbers only; 0-9; no

decimals.13 M Reason for

Receiving Services

C 1 Yes Only 9 valid entries: A, B, D, E, F, G, H, J, Q.

14 N Head-of-Household FIPS Code

N 5 Yes This field must contain five digits. Example: 06001, 06003. Leading zero must be included.

15 O Family Start Date

Date 10 Yes Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.

16 P Child's Last Name

C Max. 50; min. 2

Yes Only letters, hyphens, spaces, and apostrophes are allowed.

17 Q Child's First Name

C Max. 50; min. 2

Yes Only letters, hyphens, spaces, and apostrophes are allowed.

18 R Child's Middle Initial

C 1 No This field must be included in the file, even if it is blank.

19 S Child's Ethnicity

C 1 Yes 2 valid entries; Y (yes) or N (no).

20 T Child's Race: American Indian or Alaskan Native

C 1 Yes 2 valid entries; Y (yes) or N (no).

21 U Child's Race: Asian

C 1 Yes 2 valid entries; Y (yes) or N (no).

22 V Child's Race: Black

C 1 Yes 2 valid entries; Y (yes) or N (no).

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or African American

23 W Child's Race: Native Hawaiian or Other Pacific Islander

C 1 Yes 2 valid entries; Y (yes) or N (no).

24 X Child's Race: White

C 1 Yes 2 valid entries; Y (yes) or N (no).

25 Y Child's Gender

C 1 Yes 2 valid entries; M (male) or F (female).

26 Z Child's Date of Birth

Date 10 Yes Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.

27 AA Child Has IEP

C 1 Yes 2 valid entries: Y (yes) or N (no).

28 AB Child's Primary Language

N 2 Yes This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included. See list of language codes on EESD-9600 Confidential Application for Child Development Services and Certification of Eligibility form and Data Definitions.

29 AC Child is English Learner

C   Yes 3 valid entries; Y (yes) or N (no), or blank.

30 AD Child Start Date

Date 10 Yes Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.

31 AE Child Receives Part-Time Care?

C 1 Yes 2 valid entries; Y (yes) or N (no).

32 AF Provider FEIN/SSN

N 9 Yes Numbers only; do not include dashes (-).

33 AG Provider FIPS Code

N 5 Yes This field must contain five digits. Example: 06001, 06003. Leading zero must be included.

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34 AH Provider Zip Code

N 9 Yes Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension)

35 AI QRIS Participation

C 1 Yes The field must contain a single digit.Four valid entries are:0 – No: Provider is eligible but does not participate in QRIS1 – Yes: Provider does participate in the QRIS7 – There is an operating QRIS in the provider’s area, but the provider is not eligible to participate8 – There is no operating QRIS in the provider’s area

36 AJ Accreditation Status

C 1 Yes The field must contain a single digit.Six valid entries are:0 – No1 - Yes: National Accreditation2 - Yes: State Accreditation3 – Yes: Other Accreditation (not National or State Level)4 – Yes: Level/Type of Accreditation Unavailable9 – NA: Information Currently Unavailable

37 AK Type of Child Care

N 2 Yes This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included.

38 AL Program Code 1

C 4 Yes Program Code 1 is required.

39 AM Program Code 2

C 4 no This field should only contain data if the child receives services from more than one program code. This field must be included in the file, even if it is blank.

40 AN Program Code 3

C 4 no This field should only contain data if the child receives services from more than two

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program codes. This field must be included in the file, even if it is blank.

41 AO Services Date

Date 10 yes Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.

C = character (upper- and lower- case letters, numbers, dashes, etc.)

N = numbers only. The default submission code for agencies that do not report by sub-agency is "000". If an agency has created sub-agencies for reporting purposes, then each sub-agency has its own submission code. The list of submission codes for each agency is available within the CDMIS Web site on the Sub-agency/No Services page.

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Appendix B: Child Care Family Fee Schedule

State initial enrollment cutoff = 70% of 2015 SMI from CA DOF (2015 ACS Management Bulletin 17-08),State Grad. Phase-Out cutoff = 85% of 2015 SMI from CA DOF (2015 ACS Management Bulletin 17-09)

Monthly Part-time

Fee

Monthly Full-time

Fee

Family Size

1 or 2

Family Size

3

Family Size

4

Family Size

5

Family Size

6

Family Size

7

Family Size

8 or more

$ 26.00 $ 52.00 2,245 2,418 2,717 3,152 3,587 3,668 3,750 39% SMI $ 32.00 $ 64.00 2,303 2,480 2,787 3,233 3,679 3,762 3,846 $ 39.00 $ 78.00 2,418 2,604 2,926 3,394 3,863 3,950 4,038 $ 45.00 $ 90.00 2,476 2,666 2,996 3,475 3,955 4,044 4,134 $ 52.00 $ 103.00 2,591 2,790 3,135 3,637 4,138 4,233 4,327 $ 59.00 $ 118.00 2,706 2,914 3,275 3,798 4,322 4,421 4,519 $ 68.00 $ 136.00 2,763 2,976 3,344 3,879 4,414 4,515 4,615 $ 79.00 $ 158.00 2,879 3,100 3,484 4,041 4,598 4,703 4,807 $ 89.00 $ 177.00 2,936 3,162 3,553 4,122 4,690 4,797 4,903 $ 100.00 $ 200.00 3,051 3,286 3,693 4,283 4,874 4,985 5,096 $ 109.00 $ 218.00 3,109 3,348 3,762 4,364 4,966 5,079 5,192 $ 120.00 $ 240.00 3,224 3,472 3,902 4,526 5,150 5,267 5,384 $ 129.00 $ 258.00 3,282 3,534 3,971 4,607 5,242 5,361 5,480 $ 141.00 $ 281.00 3,397 3,658 4,111 4,768 5,426 5,549 5,673 $ 152.00 $ 304.00 3,512 3,720 4,180 4,849 5,518 5,643 5,769 $ 161.00 $ 322.00 3,569 3,782 4,250 4,930 5,610 5,737 5,865 $ 172.00 $ 344.00 3,685 3,844 4,320 5,011 5,702 5,832 5,961 $ 181.00 $ 362.00 3,742 3,906 4,389 5,092 5,794 5,926 6,057 $ 193.00 $ 386.00 3,857 3,968 4,459 5,172 5,886 6,020 6,153 $ 196.00 $ 391.00 3,915 4,030 4,529 5,253 5,978 6,114 6,250 $ 202.00 $ 403.00 4,030 4,092 4,598 5,334 6,070 6,208 6,346 $ 204.00 $ 408.00 4,088 4,154 4,668 5,415 6,162 6,302 6,442 $ 208.00 $ 415.00 4,145 4,234 4,758 5,519 6,280 6,423 6,566 $ 212.00 $ 424.00 4,260 4,340 4,807 5,577 6,346 6,490 6,634 $ 218.00 $ 435.00 4,318 4,402 4,877 5,657 6,438 6,584 6,730 70% SMI $ 222.00 $ 444.00 4,433 4,464 4,947 5,738 6,530 6,678 6,826 $ 229.00 $ 458.00 4,491 4,588 5,016 5,819 6,622 6,772 6,923 $ 234.00 $ 467.00 4,606 4,712 5,086 5,900 6,714 6,866 7,019 $ 238.00 $ 476.00 4,779 4,836 5,156 5,981 6,806 6,960 7,115 $ 243.00 $ 485.00 4,836 4,898 5,225 6,061 6,897 7,054 7,211 $ 245.00 $ 489.00 4,894 4,960 5,295 6,142 6,989 7,148 7,307 $ 254.00 $ 507.00 5,084 5,365 6,223 7,081 7,242 7,403 $ 258.00 $ 516.00 5,146 5,434 6,304 7,173 7,336 7,499 $ 262.00 $ 524.00 5,208 5,504 6,385 7,265 7,430 7,596 $ 264.00 $ 527.00 5,270 5,574 6,466 7,357 7,525 7,692 $ 282.00 $ 564.00 5,643 6,546 7,449 7,619 7,788 $ 286.00 $ 571.00 5,713 6,627 7,541 7,713 7,884 $ 289.00 $ 578.00 5,783 6,708 7,633 7,807 7,980 $ 293.00 $ 585.00 5,852 6,789 7,725 7,901 8,076 $ 296.00 $ 592.00 5,922 6,870 7,817 7,995 8,172 85%SMI

2,245 2,418 2,717 3,152 3,587 3,668 3,750

4,030 4,340 4,877 5,657 6,438 6,584 6,730

4,894 5,270 5,922 6,870 7,817 7,995 8,172

5,757 6,200 6,967 8,082 9,197 9,406 9,615State Monthly Income Ceilings 100% SMI

Family Monthly Fee ScheduleCalifornia Department of Education – Effective: July 1, 2017

Family Fee Schedule

State Monthly Income Ceilings 39% SMI

State Monthly Income Ceilings 70% SMI

State Monthly Income Ceilings 85% SMI

For Initial Enrollment

For Re certification

See Management Bulletin 17-11: Revised Family Fee Schedule at https://www.cde.ca.gov/sp/cd/ci/mb1711.asp for further information.

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Appendix C: Fiscal Apportionment Analyst DirectoryFor the most recent contact information, visit the Child Development Nutrition Fiscal Services (CDNFS) Fiscal Apportionment Analyst Directory Web page at: https://www.cde.ca.gov/fg/aa/cd/faad.asp

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Appendix D: Data DefinitionsData Definitions OverviewThe family, child, and provider information fields from the CDD-801A and CDD-801B are described in the Data Definitions. Each information field has its own definitions, guidelines, and Frequently Asked Questions (FAQs). Note that updates to these definitions are made periodically, so be sure to stay up to date with CDMIS Updates.

CDD-801A Data Definitions

Report Month/Year [CDD-801A electronic file transfer only]The Report Month/Year is the data reporting month and year code that must be included in the electronic file transferred to CDE for purposes of submitting the monthly CDD-801A report.

Where to find it

The Report Month/Year describes the month and year of the data in the electronic transfer file. It indicates the report period the families and children contained in the file received services.

Rules and guidelines

This field must be exactly seven characters long. The required format is mm/yyyy where mm is the two-digit month and yyyy is the

four-digit year. The slash (/) is required. Example: January 2010 must be entered as 01/2010.

Error messages and solutions

The Report Month/Year is required. [801A File Transfer]

ProblemReport Month/Year was not entered in the transfer file.

SolutionEnter the Report Month/Year.

The Report Month/Year does not match the Report Month/Year selected for file upload. [801A File Transfer]

Problem

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Report Month/Year selected for file transfer does not match the Report Month/Year in the transfer file.

SolutionConfirm that the Report Month/Year in the transfer file matches the Report Month/Year selected on the screen.

The Report Month/Year does not match the report specifications. [801A File Transfer]

ProblemReport Month/Year does not meet the file format specifications.

SolutionConfirm that the Report Month/Year in the transfer file is formatted correctly.

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Vendor Number/Submission Code [CDD-801A electronic file transfer only]

The vendor number/submission code is a required piece of information included in the electronic file transferred to CDE for purposes of submitting the monthly CDD-801A report. It consists of two parts. The vendor number, which was issued to the agency by the CDE, and the submission code, which is generated by the CDMIS web application. It is used to differentiate between sub-agencies within the main agency.

Important: The default submission code for all agencies that do not report by sub-agency is “000.”

Users must include the Vendor Number/Submission Code in the CDD-801A electronic file that is transferred to the CDE.

Where to find it

The Vendor Number is on the face sheet of the contract issued by the CDE.The Vendor Number is the same as the last four characters of a user name.For agencies that do not report by sub-agency, the submission code is “000.”

Agencies that have set up their system to report by sub-agencies can see the list of their submission codes by selecting the “Sub-agency/No Services” function on the CDMIS Main Menu.

Rules and guidelines

This information is required. This field must be exactly seven characters long. The vendor number is exactly four characters long. The vendor number is case sensitive. Example: “Z932” is different from “z932.” The submission code is exactly three numbers long. The default submission code for agencies that do not report by sub-agency is “000.” Do not include a hyphen, slash, or any extra characters in the Vendor Number/Submission

Code.

Error messages and solutions

The Vendor Number/Submission Code is required. [801A File Transfer]

ProblemVendor Number/Submission Code was not entered in the transfer file.

SolutionEnter the Vendor Number/Submission Code.

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The Vendor Number/Submission Code does not match the Vendor Number/Submission Code selected for file upload. [801A File Transfer]

ProblemVendor Number/Submission Code selected for file transfer does not match the Vendor Number/Submission Code in one or more rows within the transfer file.SolutionConfirm that the Vendor Number/Submission Code in the transfer file matches the Vendor Number/Submission Code selected on the screen.

The Vendor Number/Submission Code does not meet the file format specifications. [801A File Transfer]

ProblemThe Vendor Number/Submission Code does not meet the file format specifications.

SolutionConfirm that the Vendor Number/Submission Code in the transfer file is formatted correctly. The correct format is mm/yyyy.

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Family Identification/Case Number (FICN)

The Family Identification/Case Number is the unique identification or case number that an agency assigns to a family.

Agencies are encouraged to use these numbers on the CDD-801A to help them locate cases that are in the CDD-801B sample.

Where to find it

On the EESD-9600 form, the “Family Identification/Case Number” is located in a box in the upper right-hand corner of the first page.

Rules and guidelines

The Family Identification/Case Number is required. The same FICN cannot be used for more than one family. The FICN cannot contain the Head-of-Household SSN or the child SSN. The FICN cannot contain the first and/or last name of the child or head-of-

household. The maximum length of this field is 15 characters. The only allowable characters in this field are the letters A-Z (upper and lower case

are acceptable) and the numbers 0-9.

Error messages and solutions

The Family Identification/Case Number is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe FICN field for this family is blank. This field must have information.

SolutionEnter an FICN.

A duplicate Family Identification/Case Number (FICN) already exists for this report month/year in another sub-agency. [801A File Transfer], [801A Web Input]

ProblemA family with this FICN has already been reported by your agency in a different sub-agency.

Solution

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Confirm that you have entered the FICN correctly for this family. Confirm you have not already reported this family in another sub-agency. If you discover the family has already been reported in another sub-agency, remove the family from one of the sub-agencies because a family may only be reported once in a month. If the same FICN has been assigned to more than one family, you must assign a new FICN to one of the families.

A duplicate Family Identification/Case Number (FICN) already exists for this report month/year. [801A File Transfer], [801A Web Input], [801B]

ProblemFor 801A File Transfer: Two or more families in your file have the same FICN.

For 801A Web Input or 801B: A family with the same FICN already exists in this report month.

SolutionFor 801A File Transfer: First check the families listed on the status report to determine the problem. Fix incorrectly reported FICNs in the file. If the error message is listed for multiple rows of the same family, this means that the family’s information in each row of your file is not identical. Make sure every piece of information listed for the family is the same in each row.

For 801A Web Input or 801B: Confirm that you have entered the FICN correctly. If your documentation indicates the FICN has been assigned to different families, talk to the person responsible for generating your agency’s FICNs so they can assign a new FICN to one of the families.

The FICN can only contain letters and numbers. [801A File Transfer], [801A Web Input], [801B]

ProblemThe FICN contains other than the letters A-Z (upper and lower case acceptable) and the numbers 0-9.

SolutionConfirm that the FICN contains only allowable characters. Remove invalid characters from the FICN.

The FICN cannot contain the first or last name of the child or head-of-household. [801A File Transfer], [801A Web Input], [801B]

ProblemThe FICN contains the first and/or last name of the child or head-of-household.

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SolutionConfirm that the FICN does not contain the child’s or head-of-household’s first and/or last name.If any names are contained in the FICN, you must assign this family a FICN that does not contain the child’s or head-of-household’s first and/or last name.

FAQs about the Family Identification/Case Number (FICN)

Question 1What is a Family Identification/Case Number (FICN)? Our agency hasn’t been using this. What numbers or letters should we use?

AnswerThe FICN is generated by the agency to uniquely identify each family. The FICN should make it easier for your agency to locate the family file when it is identified in the CDD-801B sample. You may use numbers or letters or a combination of both to identify your families. The FICN can be as simple as assigning numbers to a family beginning with the number one (1) and as new families are enrolled, they would be assigned the next available number. How the FICN is created is up to each agency; however, you are limited to the allowable characters as stated above under Rules and Guidelines.

Question 2Does my agency have to report a FICN for each family?

AnswerYes.

Question 3We have a family that was previously enrolled, had a break in service, and then returned. We cannot locate the old FICN assigned to this family. Can we issue a new FICN?

Answer:It is preferable to use the same FICN that the family had before, but if you don’t have a record of that information, you may create a new FICN.

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Question 4One of our families has two children and they receive services in different sub-agencies. When we try to report the family under the other sub-agency, we get the error “A duplicate Family Identification/Case Number (FICN) already exists for this report month/year in another sub-agency. How do we report this family correctly?

AnswerA family may only be reported once in a report period regardless of the different types of programs that provide the services to the children in that family. So, even though your agency has created separate sub-agencies for reporting services under the different programs, we don’t limit what you report under those sub-agencies. Where you report families with different services is up to you. Just choose which sub-agency this family will be reported in and then make sure all children receiving services in this family are listed.

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Head-of-Household Social Security Number

The Head-of-Household Social Security Number is that of the head-of-household on the EESD-9600 form. This is the SSN of the person for whom eligibility was determined.

Note: Provision of social security numbers is voluntary for the head-of-household.

The social security number of a foster child must not be entered.

Where to find it

On the EESD-9600 form, look in the box “Social Security Number-parent A” in Section I, “Family Identification.”

Rules and guidelines

This field must contain exactly nine numbers. Do not enter hyphens or spaces. This field cannot begin with a ‘9’ (938383836) or contain all the same numbers (i.e.,

888888888). For each section of the social security number (xxx-xx-xxxx), none are allowed to

contain all zeros. The head-of-household SSN must not be duplicated in a report month. Special instructions when children are listed as head-of-household: The social

security number must be blank if a child is listed head-of-household.

Error messages and solutions

Invalid Head-of-Household Social Security Number. [801A File Transfer], [801A Web Input], [801B]

ProblemA nonnumeric SSN or an SSN that repeats the same number (such as 444444444) was entered or one of the three sections of the SSN contains all zeros.

SolutionEnter a valid SSN. If the family did not provide you with one, enter an FICN in the FICN field.

A valid Head-of-Household Social Security Number cannot begin with a “9.” [801A File Transfer], [801A Web Input], [801B]

ProblemThe social security number (SSN) for the family begins with a “9.”

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SolutionConfirm that you have entered the SSN correctly.If you do not have permission from the family to submit their SSN, leave this field blank and enter a Family Identification/Case Number (FICN) in the FICN field.

When Family Size is “1” or when child is listed as Head-of-Household, the Social Security Number must be blank. [801A File Transfer], [801A Web Input], [801B]

ProblemFor CDD-801A: Family Size listed indicates no adults were counted in this family size and the child is listed as the Head-of-Household.For CDD-801B: Answer to the question “Is Head-of-Household Single” indicates the head of household listed is a child.

SolutionWhen the head-of-household listed is the child because no adults were counted in the family size, you cannot report a Social Security Number. Leave this field blank and enter a FICN for this family.

The Head-of-Household SSN and Provider FEIN/SSN cannot be identical. [801A File Transfer], [801A Web Input]

ProblemYou have entered the same number under both the Provider FEIN/SSN and Head-of-Household SSN. The information as entered indicates the parent is the service provider and this is not allowed.

SolutionVerify the Head-of-Household SSN entered.Verify the Provider FEIN/SSN entered.

A duplicate Head-of-Household Social Security Number already exists for this report month/year. [801A File Transfer], [801A Web Input], [801B]

ProblemA family with this SSN already exists for this report month. Either one of your families in the report month has an incorrect SSN or you already reported this family.

SolutionConfirm that you have entered the SSN correctly for the families. If you have reported this family in more than one sub-agency, delete one of the families so they are only reported once during the month.

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A duplicate Head-of-Household Social Security Number already exists for this report month/year in another sub-agency. [801A File Transfer], [801A Web Input]

ProblemA family with this SSN has already been reported in another sub-agency.

SolutionConfirm that you have entered the SSN correctly.Confirm you have not reported this family already in another sub-agency. If you have, remove the family from one of the sub-agencies as you can only report a family once in a report month.

FAQs about the Head-of-Household Social Security Number

Question 1The family reported does not contain any adults in the family size but we reported a Social Security Number (SSN) for this family. What should we do?

AnswerWhen reporting families where the family size is based only on the children receiving services, the child (oldest child if more than one child is served) should be listed as the “Head-of-Household”, the SSN should be left blank, and you must include a Family Identification/Case Number (FICN) in the FICN field. We cannot collect the SSN of a child and do not want the parent’s SN reported as they are not listed as the “Head-of-Household.”

Question 2The foster parent's name and social security number (SSN) were listed for a foster child reported as a family of one (1). What should I do?

AnswerFor a foster child reported as a family of one (1), the child should be listed as "Head-of-Household." Correct the name so the child is listed as the “Head-of-Household”, delete the SSN, and enter a FICN in the FICN field.

Question 3What if the family has not signed to release the SSN?

AnswerIf you do not have permission to report the head-of-household’s SSN, leave the field blank; however, you must provide a Family Identification/Case Number (FICN) in the FICN field. (See data definition for FICN.)

Question 4

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Does my agency have to report a FICN and a social security number for each family?

AnswerNo. You are required to enter only the FICN; however, if the head-of-household signs the 9600A giving permission to submit the SSN, it must be submitted to the CDE.

Question 5What if the head-of-household previously gave permission for our agency to report the SSN and has now changed his/her mind? Do we need to go back to all the previous months and delete the SSN?

AnswerNo. You need to change only what you report in the month the head-of-household’s change goes into effect and from then on. You do not need to delete the SSN from previous months because you had permission at that time.

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Head-of-Household Last Name

The Head-of-Household Last Name is the last name (family name) of the head-of-household for the family receiving Early Education and Support Division (EESD)-subsidized child development services.

The head-of-household is the person legally and/or financially responsible for the child(ren).

In a foster case (family of one), the Head-of-Household Last Name is the last name of the oldest foster child receiving EESD-subsidized child development services.

Where to find it

On the EESD-9600 form, look in the box “Name of Parent/Caretaker A (full name including middle initial)” in Section I, “Family Identification.”Or

On the CDE Notice of Action (CD-7617 form), look in the box labeled “Parent/Caretaker Information.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file and the name is different, enter the updated information.

Rules and guidelines

This information is required. The minimum length of this field is two characters. The maximum length of this

field is 50 characters. Special instructions for foster children: Enter the Child Last Name. If there is

more than one foster child in the family receiving services, enter the last name of the oldest child receiving EESD-subsidized child development services from your agency. The first name, last name, and middle initial of the oldest child receiving EESD-subsidized child development services must be the same as the Head-of-Household First Name, last name, and middle initial.

Error messages and solutions

The Head-of-Household Last Name must be more than one character long. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Head-of-Household Last Name is only one character long.

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SolutionEnter a Head-of-Household Last Name that is at least two characters long.

The Last Name of the Head-of-Household is required. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have left the last name blank.

SolutionEnter the last name.

The Last Name of the Head-of-Household must contain only letters, hyphens, spaces, and apostrophes. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered invalid characters in the Head-of-Household Last Name field.

SolutionRemove the invalid characters and confirm that you have entered the information correctly.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When “Is the Head-of-Household Single?” = “Child is Head-Of-Household” and “Family Size” is greater than “1,” the “Child’s Last Name” of the oldest child and the “Head-of-Household Last Name” must be the same. [801B]

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ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household Last Name correctly.Confirm that you have entered the oldest Child Last Name correctly.Confirm that this is a foster child. If it is, ensure that the Head-of-Household Last Name and the oldest Child Last Name are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

FAQs about the Head-of-Household Last Name

Question 1How do I determine who is "Head-of-Household"?

Answer The "Head-of-Household" is the person for whom eligibility is determined. If more than one parent is listed, use the parent who signed the EESD-9600.

Question 2What do I enter as the "Head-of-Household" name for a foster child?

AnswerEnter the foster child’s name as the "Head-of-Household" and as the child.If there is more than one foster child in the family (i.e., family size is 2 and only the two children receiving services were used to determine family size), enter the name of the oldest child who received subsidized child development services as the "Head-of-Household." Regardless of the number of foster children in a family, the child whose name appears as head-of-household must also be listed as the (one of the) child(ren).

Question 3 (CDD-801B only]The "Head-of-Household" name displayed for this family is the child’s name but the child is not a foster child. What should I do?

AnswerWe took the "Head-of-Household" name directly from the CDD-801A that your agency filed with us. Your agency must have reported the child as "Head-of-Household." Correct the name on the screen and also correct the name in the related CDD-801A reports for this family.

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Head-of-Household First Name

The Head-of-Household First Name is the first name of the head-of-household for the family receiving EESD-subsidized child development services.

The head-of-household is the person legally and/or financially responsible for the child(ren).

In a foster case (family of one), the Head-of-Household First Name is the first name of the oldest foster child receiving EESD-subsidized services.

Where to find it

On the EESD-9600 form, look in the box “Name of Parent/Caretaker A (full name including middle initial)” in Section I, “Family Identification.”Or

On the CDE Notice of Action (CD-7617 form), look in the box labeled “Parent/Caretaker Information.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file and the name is different, enter the updated information.

Rules and guidelines

This information is required. The minimum length of this field is two characters. The maximum length of this field

is 50 characters. Special instructions for foster children: Enter the Child First Name. If there is

more than one foster child in the family receiving services, enter the first name of the oldest child receiving EESD-subsidized child development services from your agency. The first name, last name, and middle initial of the oldest child receiving EESD-subsidized child development services must be the same as the Head-of-Household First Name, Last Name, and Middle Initial.

Error messages and solutions

The Head-of-Household First Name must be more than one character long. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Head-of-Household First Name is only one character long.

Solution

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Enter a Head-of-Household First Name that is at least two characters long.

The First Name of the Head-of-Household is required. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have left the first name blank.

SolutionEnter the first name.

The First Name of the Head-of-Household must contain only letters, hyphens, spaces, and apostrophes. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered invalid characters in the Head-of-Household First Name field.

SolutionRemove the invalid characters and confirm that you have entered the information correctly.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When “Is the Head-of-Household Single?” = “Child is Head-Of-Household” and “Family Size” is greater than “1,” the “Child’s Last Name” of the oldest child and the “Head-of-Household Last Name” must be the same. [801B]

ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when

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only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household First Name correctly.Confirm that you have entered the oldest Child First Name correctly.Confirm that this is a foster child. If it is, ensure that the Head-of-Household First Name and the oldest Child First Name are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

FAQs about the Head-of-Household First Name

Question 1How do I determine who is "Head-of-Household"?

Answer The "Head-of-Household" is the person for whom eligibility is determined. If more than one parent is listed, use the parent who signed the EESD-9600.

Question 2What do I enter as the "Head-of-Household" name for a foster child?

AnswerEnter the foster child’s name as the "Head-of-Household" and as the child.If there is more than one foster child in the family (i.e., family size is 2 and only the two children receiving services were used to determine family size), enter the name of the oldest child who received subsidized child development services as the "Head-of-Household." Regardless of the number of foster children in a family, the child whose name appears as head-of-household must also be listed as the (one of the) child(ren).

Question 3 (CDD-801B only]The "Head-of-Household" name displayed for this family is the child’s name but the child is not a foster child. What should I do?

AnswerWe took the "Head-of-Household" name directly from the CDD-801A that your agency filed with us. Your agency must have reported the child as "Head-of-Household." Correct the name on the screen and also correct the name in the related CDD-801A reports for this family.

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Head-of-Household Middle InitialThe Head-of-Household Middle Initial is the middle initial of the head-of-household for the family receiving EESD-subsidized child development services.

The head-of-household is the person legally and/or financially responsible for the child(ren).

In a foster case (family of one), the Head-of-Household Middle Initial is the middle initial of the oldest foster child receiving EESD-subsidized child development services.

Where to find it

On the EESD-9600 form, look in the box “Name of Parent/Caretaker A (full name including middle initial)” in Section I, “Family Identification.”Or

On the CDE Notice of Action (CD-7617 form), look in the space labeled “Parent/Caretaker Information.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and guidelines

This information is optional but recommended if available. The maximum length of this field is one character. Do not enter a period after the middle initial. Special instructions for foster children: Enter the Child Middle Initial. If there is

more than one foster child in the family receiving services, enter the middle initial of the oldest child receiving EESD-subsidized child development services from your agency. The first name, last name, and middle initial of the oldest child receiving EESD-subsidized child development services must be the same as the Head-of-Household First Name, last name, and middle initial.

Error messages and solutions

A valid Head-of-Household Middle Initial must be one letter. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered a period (.) or more than one letter in the middle initial field. A period (.) is not a valid middle initial. More than one letter is not a valid middle initial.

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SolutionDelete the period (.) or extra letter(s) from the middle initial.Leave this blank if there is no middle initial.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When “Is the Head-of-Household Single?” = “Child is Head-Of-Household” and “Family Size” is greater than “1,” the “Child’s Middle Initial” of the oldest child and the “Head-of-Household Middle Initial” must be the same. [801B]

ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household Middle Initial correctly.Confirm that you have entered the oldest Child Middle Initial correctly.Confirm that this is a foster child. If it is, ensure that the Head-of-Household Middle Initial and the oldest Child Middle Initial are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

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Head-of-Household Zip Code

The Head-of-Household Zip Code is the zip code of the residence of the head-of-household for the family receiving child development services.

Where to find it

On the EESD-9600 form, look in Section I, “Family Identification.”

Or

On the CDE Notice of Action (CD-7617 form), “Parent/Caretaker Information.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and guidelines

This information is required. The zip code must contain nine digits. The primary five-digit zip code and the four-

digit extension.

Enter numbers only.

The zip code and FIPS code must be consistent.

Error messages and solutions

The Zip Code is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Zip Code field is blank. This field must have information.

SolutionEnter the zip code of the head-of-household’s residence.

A valid Head of Household Zip Code must have 9 numbers. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered an incomplete Zip Code or letters instead of numbers.

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SolutionConfirm that you have entered all nine digits of the Zip Code.

The Zip Code does not exist in the FIPS Code provided. [801A File Transfer], [801A Web Input]

ProblemYou have entered a Zip Code that does not exist in the county indicated by the FIPS Code.

SolutionConfirm that you have entered the FIPS Code for the head-of-household’s residence correctly.Conform that you have entered the first five digits of the zip code for the head of household’s residence correctly

Use the “Zip/FIPS Lookup” function available on the Main Menu of the CDMIS Web site to verify the information based on the first five digits of the zip code.

FAQs about the Head-of-Household Zip Code

Question 1 The United States Postal Service (USPS) does not provide mail delivery to some of our families residences and there is no nine-digit zip code associated with their residence. Some families have a Post Office Box and some pick up their mail General Delivery at their local Post Office. What Zip Code should I report for these families?

AnswerFor instances where the USPS does not provide mail delivery to the head-of-household's residence, use the nine-digit zip code associated with their P.O. Box or the Post Office 5-digit zip code plus "9999" if they pick up their mail General Delivery.

Question 2Which zip code do I use--the family's residence or the zip code of the child care provider?

Answer You must enter the zip code for the family’s residence.

Question 3

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I am trying to enter a zip code provided by a family, but the system is giving me the error message “The zip code does not exist in the geographic area for the FIPS Code provided” and I cannot save the information. What do I do?

Answer

Our system uses the zip codes provided by the United States Postal Service. They are updated once each month. The zip code provided to you by the family may be incorrect or you are typing it incorrectly. To verify a zip code, go to the United States Postal Service Web site at https://www.usps.gov/ to obtain the nine-digit zip code. You may also have entered the FIPS Code incorrectly. (See data definition for "Head-of-Household Federal Information Processing Standards (FIPS) Code.")

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TANF/CalWORKs Cash Aid RecipientThe TANF/CalWORKs Cash Aid Recipient information indicates whether the head-of-household received any type of Temporary Assistance to Needy Families (TANF) or CalWORKs cash assistance in the report month. Note: “CalWORKs” is California’s name for TANF.

Where to find it

On the EESD-9600 form applicable for this month, confirm that the “Cash or other assistance under Title IV of the Social Security Act (TANF)” box is checked the “Family Adjusted Gross Monthly Income and Size” section.

Or

On the CDE Notice of Action (CD-7617 form), confirm that the box “Current Aid Recipient” is checked in the “Family Eligibility Section.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file and the TANF status has changed, enter the updated information. There should also be documentation in the family file indicating the receipt of cash aid, such as a notice from the county welfare department or a stub showing the monthly warrant amount.

Important Note: Families who are receiving payments through the “State-only alien and two-parent programs for CalWORKs recipients” are not considered TANF/CalWORKs Cash Aid Recipients, and therefore should not be counted in this section. To determine which category applies to this family, check Section III of the EESD-9600 form applicable for this month. If the family has the “State-only and two-parent programs for CalWORKs recipients” box checked, the family is not considered a TANF/CalWORKs Cash Aid Recipient and you should choose “No” for this data element. If this family has the “Cash or other assistance under Title IV of the Social Security Act (TANF)” box checked, you should choose “Yes” for this data element.

Rules and guidelines

This information is required. There are only two choices:

Yes – The head-of-household did receive TANF/CalWORKs Cash Aid during this report month.No – The head-of-household did not receive TANF/CalWORKs Cash Aid during this report month.

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Error messages and solutions

The TANF/CalWORKs Cash Aid Recipient information is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThis information is missing from the transfer file or no selection has been made from the TANF/CalWORKs Cash Aid Recipient dropdown list.

SolutionSelect Yes or No from the dropdown list in Web Input or 801B or enter the missing information in the TANF/CalWORKs Cash Aid Recipient information field in your transfer file (Y or N).

Invalid TANF/CalWORKs Cash Aid Recipient information. [801A File Transfer]

ProblemThe TANF/CalWORKs Cash Aid Recipient information is not one of the valid codes.

SolutionConfirm that you have entered a valid code (Y or N).

FAQs about the TANF/CalWORKs Cash Aid Recipient

Question 1What do TANF and CalWORKs mean?

AnswerThe federal welfare reform law, The Personal Responsibility and Work Opportunity Reconciliation Act of 1996, replaced AFDC, EA and JOBS or GAIN and created TANF (Temporary Assistance for Needy Families). This is the federal cash assistance program for families, which contains many work requirements. It provides a block grant to states to assist needy families and created new work requirements and time limits. CalWORKs stands for the California Work Opportunity and Responsibility to Kids Program. It is California’s name for the federal TANF program.

Question 2Should we count Medi-Cal or food stamps as TANF assistance?

AnswerNo.

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Question 3If a TANF recipient's income exceeds a certain amount for the month, he/she receives no TANF assistance even though he/she is still enrolled in the TANF program. If the recipient’s income drops the next month, he or she will again receive TANF assistance. How should we answer those months in which no TANF assistance is received even though the recipient is still enrolled in TANF?

AnswerAnswer those months as a "Y" because the recipient is still enrolled in the TANF program.

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Family Income Greater Than 70 Percent of State Median Income Level

The information on Family Income Greater Than 70 Percent of State Median Income (SMI) Level indicates whether the family’s income was greater than 70 percent of the SMI.

Where to find it

You need four kinds of information to determine this response:

Information Source

Family size during the report month

On the EESD-9600 form, look at item C, “Family Size” in Section III, “Family Adjusted Gross Monthly Income and Size.”

Family monthly income for the report month

On the EESD-9600 form, look at item A, “Family Monthly Income” in Section III, “Family Adjusted Gross Monthly Income and Size.”

Income Ceilings or Family Fee Schedule that was in effect for the report month.

Income Ceilings and Family Fee Schedules are can be found on the Child Development Management Bulletins web page at http://www.cde.ca.gov/sp/cd/ci/allmbs.asp.

Instructions: Locate the family’s income for the family’s size on either the appropriate income schedule. If the income is equal to or less than the highest amount for the size of this family, the family’s income does not exceed 70 percent and the correct choice is “No.” If the family’s income exceeds the highest amount shown for the family’s size, the correct choice is “Yes.”

Rules and guidelines

This information is required. There are only three possible choices:

Yes – The family income is greater than 70 percent of SMI during the report month. Note: “Yes” to this question is acceptable only all the children received services in the part-day CSPP program or CHAN program, when “Reason for Receiving Child Development Services” is Child Protective Services (CPS), or the agency is participating in a special pilot program in San Francisco and San Mateo Counties that

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allows the agency to provide services to families with incomes up to 84 percent of the SMI.

No – The family income is not greater than 70 percent of SMI during the report month.

Unavailable – The information for the family is unknown. This option should be chosen only for those Child Protective Services (CPS) cases where income is not collected, or for children receiving services under the CHAN program because income information is not collected.

Error messages and solutions

The “Family Income Greater Than 70 Percent of State Median Income” information is required. [801A File Transfer], [801A Web Input], [801B]

ProblemNo selection has been made from the “Family Income Greater Than 70 Percent of State Median Income Level” dropdown list or this information is missing in the transfer file. This field must contain information.

SolutionSelect Yes, No, or Unavailable from the dropdown list or confirm you have entered Y, N, or U in the transfer file.

Invalid Family Income information. [801A File Transfer]

ProblemThe “Family Income Greater Than 70 Percent of State Median Income Level” information is not one of the valid choices.

SolutionConfirm that you have entered a valid code (“Y,” “N,” or “U”).

“Unavailable” for “Family Income Greater Than 70 Percent of State Median Income” is only allowed when “Reason for Receiving Child Development Services” is “A – Child Protective Services.” [801A File Transfer], [801A Web Input], [801B]

ProblemFamilies are required to provide income information when their eligibility was determined unless the reason for receiving child development services is Child Protective Services (CPS).

SolutionVerify that family income and the reason for care.

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Answer to “Family Income Greater Than 70 Percent of State Median Income Level” is inconsistent with “Family Size” and “Monthly Family Income” information provided. [801 File Transfer], [801A], [801B]

ProblemThe information entered for the “Family Size” and “Monthly Family Income” and the answer you selected to “Family Income Greater Than 70 Percent of State Median Income Level” (SMI) do not match. This error occurs when you answer “Yes” to the “Family Income Greater Than 70 Percent of State Median Income Level” question but the family’s income and family size indicate the family’s income level is at or below 70% SMI. Or you have answered “No” to the “Family Income Greater Than 70 Percent of State Median Income Level” question but the family’s income and family size indicate the family’s income level is more than 70% of the SMI.

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have entered the Family Size correctly.Confirm your answer to Family Income Greater than 70% of the State Median Income Level.

The “Monthly Family Income” for this family’s size cannot exceed 70% of the State Median Income unless the “Reason for Receiving Child Development Services” is “A – Child Protective Services,” “J – Handicapped,” or “Q – California State Preschool Program.” [801A File Transfer], [801A Web Input]

ProblemThe family’s income level, based on the family size, cannot be more than 70 percent of the State Median Income. The only exception to this is when the reason for receiving child development services is “A – Child Protective Services” or when all children in the family receive services from the part-day CSPP program or the CHAN program.

SolutionConfirm that you have entered Monthly Family Income and Family Size correctly.Confirm the “Reason for Receiving Child Development Services.”Confirm the program codes for all children listed.Confirm the answer to “Child Receives Part-time Care” for each child.

The “Monthly Family Income” for this family’s size must be less than 85% of the State Median Income unless the “Reason for Receiving Child Development Services” is “A – Child Protective Services,” “J – Handicapped,” or “Q – California State Preschool Program.” [801A File Transfer], [801A Web Input]

Problem

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The family’s income level, based on the family/’s size, cannot be more than 84 percent of the State Median Income based on the current Fee Schedule or Income Ceilings in effect for families who receive services from agencies participating in a special pilot project in San Mateo and San Francisco Counties. The only exception to this is when the reason for receiving child development services is “A – Child Protective Services” or when all children in the family receive services from the part-time CSPP program or the CHAN program.

SolutionConfirm that you have entered Monthly Family Income and Family Size correctly.Confirm the “Reason for Receiving Child Development Services.”Confirm the program codes for all children listed.Confirm the answer to “Child Receives Part-time Care” for each child.

FAQs about the Family Income Greater Than 70 Percent of State Median Income Level

Question 1What do you mean by "Family Income Greater Than 70 Percent of State Median Income Level"?

Answer To answer this question correctly, look on the Family Fee Schedule or Income Ceilings that were in effect for the report month. Based on the family’s size, if the family's income is the same or less than the amount on the Monthly Income Ceilings row (the bottom row) of the Family Fee Schedule, then the answer to this question is "No." If the family's income is more than the amount shown on the Monthly Income Ceilings row, then the answer to this question is "Yes."

Follow these steps:1. Find the family’s size on the applicable schedule.2. Ask yourself the question "Is the family income more (a higher number)

than the highest amount shown for this family’s size?” If it is, then you answer this question “Yes.” If it is not, you would answer “No.”

Question 2 (801B only)I am trying to change the answer to this questing, but the only option is “No.” This family’s income information is incorrect. Their income does exceed 70 percent of the state median income. What do I do?

AnswerFor these families, you will have to exclude them from the 801B report. Only families who are at or below 70 percent of the state median income are eligible for the 801B report.

Question 3 (801B only)

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Income is not collected for certain families referred by Child Protective Services (CPS). What should we report here?

AnswerReport “Unavailable” for all income questions and select “A – Child Protective Services” as the “Reason for Receiving Child Development Services.”Leave the “Monthly Family Income” blank and check the CPS Override box.

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Reason for Receiving Child Development Services

The Reason for Receiving Child Development Services information describes the primary reason that services are needed by the family. This is the primary reason used to determine “need” for services.

Where to find it

On the EESD-9600 form, determine the primary reason from the boxes checked in Section II, B, Reason for Needing Service. [Note: Section II.B. is not applicable to the part-day California State Preschool Program or Handicapped program. See Rules and guidelines below.]Or

On the CDE Notice of Action (CD-7617 form), determine the primary reason from the boxes checked in “Basis for Family Need for Services.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file and the reason has changed, enter the updated information.

Rules and guidelines

This information is required.

For Reason Codes A-H, the choices are as defined in Funding Terms and Conditions, Section I. C., Need Criteria. Reason Codes J and Q are used for families who are eligible for specific child care services for other reasons.CDD-801A only. These are the possible choices:

If the child is a recipient of protective services or is at risk of abuse, neglect, or exploitation, select the reason below:If the child is a recipient of protective services or is at risk of abuse, neglect, or exploitation, select the reason below:

A - Child Protective Services or At-Risk (child is a recipient of protective services or is at risk of abuse, neglect, or exploitation)

If the primary need reason below applies to the parent(s) and any other adult counted in the family size, select one of the following:

B - Parent/caretaker incapacitatedD - EmploymentE - Education/vocational training (Participating in vocational training leading directly to a recognized trade, paraprofession or profession)F - Both employment and education/vocational trainingG - Seeking employmentH - Seeking permanent housing (homeless and seeking permanent housing for family stability)

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The following reasons apply to families where all children in family only receive services the Handicapped (CHAN) Program or in the Part-Day California State Preschool Program:

J - Handicapped ProgramQ - Part-Day California State Preschool Program (this reason must be selected when all children in the family receive only part-day CSPP services and the family's eligibility is based on income, not CPS or Homelessness) Note: If more than one reason applies to a family, use the following to determine which choice to select:

When a family has two reasons from A-H or Q, and one of those reasons is A, select A. When a family has two reasons from B-H or Q, and one of those reasons is H, select H When a family has two reasons from B-G or Q, select the reason that provides the most

hours of services to the child or children in the family. When a family has children in part-day CSPP and also in a program type other than

CSPP (except for CHAN), choose only from reasons A-H. When all the children in a family are only in the CHAN and part-day CSPP programs,

select “J – Handicapped Programs.”

CDD-801B only. There are only five possible choices: If the child is a recipient of protective services or is at risk of abuse, neglect, or exploitation, select the reason below:

A - Child Protective Services or At-Risk (child is a recipient of protective services or is at risk of abuse, neglect, or exploitation)

If the primary need reason below applies to the parent(s) and any other adult counted in the family size, select one of the following:

D - EmploymentE - Education/vocational training (Participating in vocational training leading directly to a recognized trade, paraprofession or profession)F - Both employment and education/vocational trainingG - Seeking employment

Error messages and solutions

Invalid “Reason for Receiving Child Development Services.” [801A File Transfer]

ProblemThe “Reason for Receiving Child Development Services” is not a valid choice.

SolutionConfirm that you have entered a valid “Reason for Receiving Child Development Services.”

The “Reason for Receiving Child Development Services” is required. [801A File Transfer], [801A Web Input], [801B]

ProblemNo “Reason for Receiving Child Development Services” has been provided.

SolutionEnter the “Reason for Receiving Child Development Services” information.

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The “Reason for Receiving Child Development Services” cannot be “J” unless all children in the family are only in the CHAN program or only CHAN and part-day CSPP programs. [801A File Transfer], [801A Web Input]

ProblemNot all the children in the family are receiving services from CHAN and you have selected reason “J” as the “Reason for Receiving Child Development Services.” Reason “J” can only be selected for families with all children only in the CHAN program or with children in both CHAN and the part-day CSPP programs. The allowable program code and reason for receiving child development services combinations are listed above under Rules and Guidelines.

SolutionVerify that you have selected the correct “Program Codes” and “Reason for Receiving Child Development Services.”

“Reason for Receiving Child Development Services” must be “J” when all children listed are only in the CHAN program. [801A File Transfer], [801A Web Input]

ProblemAll the children in a family are receiving services only from the CHAN program; therefore the “Reason for Receiving Child Development Services” can only be “J –Handicapped Program.”

SolutionVerify that you have selected the correct “Program Codes” and “Reason for Receiving Child Development Services.”

The “Reason for Receiving Child Development Services” cannot be “Q” unless all children in the family received part-time care and are only in the CSPP program. [801A File Transfer], [801A Web Input]

ProblemNot all the children in the family have been identified as receiving part-time care and only receive services in the CSPP program. Reason "Q" is not a valid choice for this family.

SolutionVerify that you have selected the correct "Program Codes" for all the children listed.Verify the “Reason for Receiving Child Development Services" selected.Verify you have selected the correct answer to "Child Receives Part-Time Care."

When all children in the family receive part-time care and are only in the CSPP program, the “Reason for Receiving Child Development Services” can only be “A – Child Protective Services”, “H – Seeking Permanent Housing”, or “Q – Part-Time California State Preschool”. [801A File Transfer], [801A Web Input]

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ProblemAll the children in a family have been identified as receiving part-time care and are only receiving services from the CSPP program but the reason for receiving child development services you selected is not valid for these services.

SolutionVerify that you have selected the correct "Program Codes" for all the children listed.Verify the “Reason for Receiving Child Development Services" you have selected is the correct answer.Verify you have selected the correct answer to "Child Receives Part-Time Care."

If all the information for the children is correct, you must select "Q - Part-day California State Preschool Program" as the reason for receiving child development services.

FAQs about the Reason for Receiving Child Development Services

Question 1What reason do we check for receiving child development services in the situation where grandparents or an aunt is the caretaker for a child? None of the reasons shown seem appropriate.

AnswerEach situation is different. Treat the grandparents or aunt as "Parent/Caretaker," and carefully consider why your agency determined that the head-of-household needed services.

Question 2What reason do we use for receiving child development services in the case of a foster child?

AnswerUse the most appropriate reason for the situation. For example, if the foster parent is working, use the "employment" reason.

Question 3Our agency has a CHAN contract. What reason do we select?

Answer When a family has a child or children receiving services from only the CHAN

program, select “J – Handicapped Program” as the Reason for Receiving Child Development Services.

When a family has a child or children in only the CHAN program or in only the CHAN and part-day CSPP programs, select “J – Handicapped Program” as the Reason for Receiving Child Development Services.

When a family has a child or children only in CHAN and CSPP and the child receiving services in CSPP is more than part-time (answer to “Child Receives Part-Time Care” is “Yes”), select the appropriate A-H reason.

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Question 4Our agency only has a CSPP contract. What reason do we select?

AnswerThis depends on whether all the children in the family are part-time or not. If:

If all of the children receiving care in the family are only part-time (Child Receives Part-Time Care question answered "Yes" for all children), then you would select the reason below:

"Q - Part-Time California State Preschool Program" is only applicable when the family's eligibility determination was based on income, not on a CPS referral and not because the family is homeless.

If none or not all of the children receiving care have been indicated as part-time (at least one child listed has Child Receives Part-Time Care answered "No"), then you would select from one of the A-H reasons indicated under "Rules and Guidelines" above.

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Head-of-Household Federal Information Processing Standards (FIPS) Code

The Head-of-Household Federal Information Processing Standards (FIPS) Code is the code that identifies the state and county where the head-of-household receiving child development services lives.

Important: Enter the FIPS Code of the head-of-household’s residence; do not use the FIPS Code of the provider.

Where to find it

On the EESD-9600 form, look in the box “FIPS Code” in Section I, A, “Family Identification.”

If you know the zip code of the family but do not know the FIPS Code, you can use the Zip/FIPS Lookup function available on the main menu of the data collection system and then update the family’s file with this information for future reference.

Rules and guidelines

This information is required. Valid California FIPS Codes are “06001” to “06115.” The FIPS Code consists of a two-digit state code and a three-digit county code. The

dropdown box automatically displays the correct FIPS Code for the county selected. The FIPS Code must be consistent with the zip code. For example, the FIPS Code for

Sacramento County should be entered only for families who reside in Sacramento County. The FIPS Code must be consistent with the Zip Code for the family.

Error messages and solutions

The FIPS Code is required. [801A File Transfer], [801A Web Input], [801B]

ProblemNo FIPS Code has been provided.

SolutionEnter the FIPS Code for the county where the family resides.

Invalid FIPS Code. [801A File Transfer]

ProblemYour FIPS Code is not a valid code for California.

SolutionConfirm that you have entered a valid California FIPS Code.

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The Zip Code does not exist in the FIPS Code provided. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered a Zip Code that does not exist in the county indicated by the head-of-household FIPS Code.

SolutionConfirm that you have entered the correct family zip code.Confirm that you have entered the correct head-of-household FIPS Code.

Use the Zip/FIPS Lookup function available on the Main Menu of the CDMIS Web site to verify the information.

FAQs about the Federal Information Processing Standards (FIPS) Code

Question 1What is a FIPS Code and how do I find it?

Answer FIPS stands for federal information processing standards. You can download a file containing California’s FIPS Codes on the United States Census Bureau Web page at http://www.census.gov/geo/reference/codes/cou.html.

We have also created a Zip/FIPS Lookup utility that is available on the main menu in our data collection system. All you need to do is enter the zip code where the head-of-household resides (not where he/she receives services), and the utility will display the FIPS Code you should use.

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Family Start Date [CDD-801A only]

The Family Start Date is the actual date on which the family began receiving EESD-subsidized services through your agency.

Where to find it

The documentation for when a family began receiving services should be in the family file. This date should be found on the EESD-9600 form under the “Initial Subsidized Service Date,” which is located in a box in the upper right-hand corner of the first page.

Rules and guidelines

This information is required. Enter the date (month, day, and year) the family began receiving services. This date must be before or during the report month and year. If the services for all children in the family were interrupted for less than three months

because of reasons such as illness or vacation, select the original date the family began receiving services with your agency, not the date services resumed.

If the family’s services were interrupted for three months or more, select the date when the family resumed child development services, not the original date of assistance from your agency.

Example 1: The Kim family has one child, Mary, receiving subsidized services. Mary did not receive any child development services in June, July, or August 2009 because of summer vacation. Mary returned to receiving subsidized services at the same agency on September 1, 2009.In the September 2009 report you must enter September 1, 2009, as the Family Start Date because that was the date the family resumed child care after a break of three months.

Example 2: The Smith family has two children, Joan and Mark, receiving subsidized services from the same agency. In June, July, and August 2009, Mark did not receive any subsidized services because he spent the summer with relatives in another city. Joan continued to receive subsidized services during this time. In September 2009, Mark resumed subsidized services with the same agency.In the September 2009 report you would not change the Family Start Date because at least one child in the family did not have a break in subsidized service.

Error messages and solutions

The Family Start Date must be on or before the report month/year. [801A File Transfer], [801A Web Input]

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ProblemThe “Family Start Date” is after the report month, indicating that the family is being reported in a month that hasn’t begun yet.

SolutionConfirm that you have entered the Family Start Date correctly.

Invalid Family Start Date. [801A File Transfer], [801A Web Input]

ProblemThe Family Start Date is invalid or missing.

SolutionEnter a valid date.

The Family’s Start Date is required. [801A File Transfer]

ProblemThe Family Start Date is blank.

SolutionEnter the Family Start Date.

The Family’s Start Month is required. [801A Web Input]

ProblemNo month was selected from the dropdown list.

SolutionSelect the month from the dropdown list (January-December).

The Family’s Start Day is required. [801A Web Input]

ProblemNo day was selected from the dropdown list.

SolutionSelect the day from the dropdown list (1-31).

The Family Start Year is required. [801A Web Input]

ProblemNo year was selected from the dropdown list.

SolutionSelect the year from the dropdown list.

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FAQs about the Family Start Date

Question 1I don’t know the Family Start Date. Where can I find it?

AnswerIf this is a new family, the EESD-9600 form should have the date in the box “Initial Subsidized Service Date.” If this is not a new family and the most current EESD-9600 form does not have the date on it, check the family file for an earlier form. Unless it has been purged from the files, the first EESD-9600 for that family should have the date. Another place to look is the original Notice of Action given to the head-of-household when eligibility for services was first determined.

Question 2Do I ever change the Family Start Date?

AnswerNormally, the Family Start Date will never change. The only exception would be if there was a break in service of three months or more. See the examples above under Rules and Guidelines.

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Monthly Family Income

The Monthly Family Income is the total adjusted gross monthly income used in determining family eligibility. Monthly Family Income is verified income.

Where to find it

On the EESD-9600 form, look at item A, “Family Monthly Income” in Section III, “Family Adjusted Gross Monthly Income and Size.”

Rules and guidelines

This information is required. The maximum length of this field is five numbers. Enter numbers only; do not enter a dollar sign ($) or decimal point Round the Monthly Family Income to the nearest whole dollar. Do not enter cents. In Child Protective Services (CPS) cases where income is not collected as part of

determining eligibility, enter 0 (zero). However, if the income was collected, it should be entered.

The Monthly Family Income must be greater than the amount entered for “Monthly Child Care Fee” unless both are 0 (zero). (801B only)

The Monthly Family Income cannot be greater than the income ceiling on the applicable Child Development Family Fee Schedule with the following exceptions:

o the family’s reason for receiving child development services is “A - Child Protective Services,”

o the agency is participating in a special pilot project that serves families up to 84 percent of the state median income (agencies participating are located in San Mateo and San Francisco Counties),

o all the children in the family only receive services in the CHAN program (reason for child development services is “J”), or

o All the children in the family only receive services in the part-day CSPP program.

Error messages and solutions

The Monthly Family Income is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Monthly Family Income is required. This field must have information.

SolutionEnter the Monthly Family Income.

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A valid Monthly Family Income must contain only whole numbers. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered a Monthly Family Income that contains letters or symbols or has not been rounded to the nearest whole dollar. A valid Monthly Family Income contains only whole numbers. The system will not save an entry with letters, symbols, or decimals.

SolutionConfirm that you have entered the Monthly Family Income correctly.

“Monthly Family Income” must be zero because countable income has not been identified. [801B]

ProblemThe Monthly Family Income is more than $0, but you have not identified any income sources for the family.

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have answered the income sources questions correctly.

“Monthly Family Income” cannot be zero because countable income has been identified. [801B]

ProblemThe Monthly Family Income is zero (0), but you have indicated that the family receives income from at least one Family Income Source.

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have entered the Family Income Source(s) correctly.

Answer to “Family Income Greater Than 70 Percent of State Median Income Level” is inconsistent with “Family Size” and “Monthly Family Income” information provided. [801 File Transfer], [801A], [801B]

ProblemThe information entered for the Family Size and Monthly Family Income and the answer you selected to Family Income Greater Than 70 Percent of State Median Income Level (SMI) do not match. This error occurs when you answer “Yes” to the Family Income Greater Than 70 Percent of State Median Income Level question but the family’s income and family size indicate the family’s income level is at or below 70% SMI. Or you have answered “No” to the Greater Than 70 Percent of State Median Income Level question but the family’s income and family size indicate the family’s income level is more than 70% of the SMI.

125

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have entered the Family Size correctly.Confirm your answer to Family Income Greater than 70% of the State Median Income Level.

The “Monthly Family Income” for this family’s size cannot exceed 70% of the State Median Income unless the “Reason for Receiving Child Development Services” is “A – Child Protective Services,” “J – Handicapped,” or “Q – California State Preschool Program.” [801A File Transfer], [801A Web Input]

ProblemThe family’s income level, based on the family size, cannot be more than 70 percent of the State Median Income. The only exception to this is when the reason for receiving child development services is “A – Child Protective Services” or when all children in the family receive services from the part-time CSPP program or the CHAN program.

SolutionConfirm that you have entered Monthly Family Income and Family Size correctly.Confirm the “Reason for Receiving Child Development Services.”Confirm the program codes for all children listed.Confirm the answer to “Child Receives Part-time Care” for each child.

Monthly Family Income for this Family Size cannot exceed 70 percent of the State Median Income (801B Input/Edit only)

ProblemFor families included in the CDD-801B monthly sample, the family's income level, based on their family size, cannot be more than 70 percent of State Median Income.

SolutionConfirm that you have entered Monthly Family Income and Family Size correctly.

The “Monthly Family Income” for this family’s size must be less than 80% of the State Median Income unless the “Reason for Receiving Child Development Services” is “A – Child Protective Services,” “J – Handicapped,” or “Q – California State Preschool Program.” [801A File Transfer], [801A Web Input]

ProblemThe family’s income level, based on the family/’s size, cannot be more than 80 percent of the State Median Income based on the current Fee Schedule or Income Ceilings in effect for families who receive services from agencies participating in a special pilot project in San Mateo and San Francisco Counties. The only exception to this is when the reason for receiving child development services is “A – Child Protective Services” or when all children in the family receive services from the part-time CSPP program or the CHAN program.

SolutionConfirm that you have entered Monthly Family Income and Family Size correctly.

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Confirm the “Reason for Receiving Child Development Services.”Confirm the program codes for all children listed.Confirm the answer to “Child Receives Part-time Care” for each child.

A family with children receiving services only in the part-day California State Preschool Program cannot have a “Monthly Family Income” that is more than 15% above the current income ceiling based on the family size, unless the "Reason for Receiving Child Care" is "A - Child Protective Services", “H – Seeking Permanent Housing” or the family is a TANF/CalWORKs Cash Aid Recipient. [801 File Transfer], [801A Web Input]

Problem

Based on the family income and family size provided, the family's income level exceeds the 15 percent over-income limit for families with children only in the Part-Day CSPP program.

Solution

Confirm that you have entered Monthly Family Income and Family Size correctly.

Confirm the program codes for all children listed.

The Monthly Family Income should be greater than the Monthly Child Care Fee. [801B]

ProblemYou have entered a Monthly Family Income that is the same or less than the Monthly Family Fee.

SolutionConfirm that you have entered Monthly Family Income correctly.Confirm that you have entered Monthly Family Fee correctly.

FAQs about the Monthly Family Income

Question 1The Monthly Family Income for a particular family is more than 100 percent of the state median income. This is actually a full-cost family. How should I answer this question?

Answer CDD-801A: Full-cost families or families whose care is 100 percent funded by a source other than your agency’s EESD contract should not be reported on the CDD-801A as this report is specifically for reporting families and children whose services were paid by the agency’s contract(s) with EESD.

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CDD-801B: The families for the CDD-801B data reports were taken directly from the CDD-801A report your agency filed with us. Full-cost families should not be reported on the CDD-801A. If a full-cost family was listed in error on your CDD-801A, then you must exclude that family. Instructions for doing this can be found on the CDD-801B Edit Family Information page within the CDMIS system.

Question 2What do I do if the family had several income changes in the report month?

AnswerUse the last reported income for the report month (the last adjustment for your report month). The income should match the income used to determine the family fee.

Question 3 The Monthly Family Income listed for this family is not correct. What should I do?

AnswerWe took the “Monthly Family Income” directly from the CDD-801A report that your agency previously submitted for this family. If the information is wrong, you should correct it. Once you have completed the CDD-801B for this family, you also need to correct the Monthly Family Income information in the CDD-801A reports in each month this family is listed.

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Family Size

The Family Size is number of family members used to determine income eligibility and fee assessment. This information is provided by the parent applying for child care services and is documented on a confidential application by the agency.

Where to find it

On the EESD-9600 form, look in box C, “Family Size” in Section III, “Family Adjusted Gross Monthly Income and Size.”

Note: On the EESD-9600 form, family size includes: All parent(s)/caretaker(s) listed in Section I – A and B; and All children named in Section IV, “Data on Children”; and All additional adults and children listed on a second EESD-9600 form.

Rules and guidelines

This information is required. The maximum length of this field is two numbers. Enter numbers only. The maximum family size is 15.

Error messages and solutions

The Family Size is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Family Size field is blank, or you have entered a letter, symbol, or decimal point. This field must have information. The system will not save an entry with letters, symbols, or decimal points.

SolutionEnter Family Size correctly

Family Size must be at least 1. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered “0” (zero). This is not a valid size. A family must have at least one person.

SolutionEnter the correct Family Size.

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The Family Size must be a whole number. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered a number containing a decimal point. This is not a valid size. The Family Size must be a whole number.

SolutionEnter the correct Family Size.

Family Size can be “1” only if the answer to “Is the Head-of-Household Single?” is “F – Child is head-of-household – Family of one.” [801B]

ProblemYou have indicated the family unit contains only one person, but the answer you provided under “Is the Head-of-Household Single?” indicates a married or single adult is head-of-household.

SolutionEnter the correct Family Size.Confirm that the child listed is a family of one.Confirm you have answered correctly the question “Is the Head-of-Household Single?”

If “Is the Head-of-Household Single?” is “Child is head-of-household,” then Family Size cannot be less than the number of children listed. [801B]

ProblemYou have indicated the family unit contains only children, but the number of children listed is less than the Family Size.

SolutionEnter the correct Family Size.Confirm that the children listed are all part of the same family unit. Example: If you have a family of two (made up of two children receiving services), then both children must be listed as children and the Family Size would be two.

Family Size cannot be less than the total number of children listed plus the head-of-household. [801B]

ProblemYou have entered a Family Size that is less than the total number of children listed on the screen plus the head-of-household.

SolutionConfirm the Family Size for this family. For example, if two children are listed in addition to the head-of-household for the family, the smallest Family Size allowed would be “3.”

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When Family Size is “1” or when child is listed as Head-of-Household, the Social Security Number must be blank. [801A File Transfer], [801A Web Input], [801B]

ProblemFor CDD-801A: Family Size listed indicates no adults were counted in this family size and the child is listed as the Head-of-Household.For CDD-801B: Answer to the question “Is Head-of-Household Single” indicates the head of household listed is a child.

SolutionWhen the head-of-household listed is the child because no adults were counted in the family size, you cannot report a Social Security Number. Leave this field blank and enter a FICN for this family.

Family Size cannot exceed 15. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered a Family Size that exceeds 15. Because the Family Fee Schedule and Income Ceilings only go up to a family size of 15, this is the maximum size our system will allow.

SolutionVerify you have entered the correct family size. If the family size does exceed 15, enter 15 so you can save your information.

FAQs about the Family Size

Question 1For a foster child or in situations where no adults were counted when determining the family size, what do I enter for Family Size?

Answer The answer to this question is based on how you determined eligibility for the family. If the family’s income was not used to determine income eligibility and no adults were counted when determining the family size, then this is probably a family of one and this child would also be listed as the head-of-household. If there were sibling children receiving services as well, the family size would be the number of siblings residing in this family and the oldest child would be listed as the head-of-household. If you are not sure, contact your Child Development Consultant for assistance.

Question 2The information for the Family Size is not correct. What should I do?

AnswerWe took the “Family Size” directly from the CDD-801A report that your agency previously submitted for this family. If the information is wrong, you should correct it. Once you have completed the CDD-801B for this family, you also need to correct the CDD-801A reports in each month this family appears where the information is incorrect.

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Child Last Name

The Child Last Name is the last name (family name) of the child receiving EESD-subsidized child development services.

Where to find it

On the EESD-9600 form, look in box 1, “Full Name of Child Including Middle Initial” in Section IV, “Data on Children.”

Rules and guidelines

This information is required. The minimum length of this field is two characters. The maximum length of this field is 50

characters. If a child did not receive EESD-subsidized services in the report month, do not include that

child in the report. Special instructions for foster children: If this is a foster child, the first name, last name,

and middle initial of the child (or, when more than one foster child in the family is being reported, the oldest child) receiving EESD-subsidized services must be the same as the head-of-household’s first name, last name, and middle initial.

Error messages and solutions

The Child Last Name is required. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have left the field blank.

SolutionEnter the Child Last Name information.

The Child Last Name must be more than one character long. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child Last Name is one character long.

SolutionEnter a Child Last Name that is at least two characters long.

The Child’s Last Name must contain only letters, hyphens, spaces, and apostrophes. [801A File Transfer], [801A Web Input], [801B]

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ProblemYou have entered invalid characters in the Last Name field.

SolutionRemove the invalid characters and confirm that you have entered the last name correctly.

The Child’s Last Name, First Name, Middle Initial, and birthday already exist for this family in this report month/year. [801A Web Input], [801B]

ProblemA child with this same information has already been reported for this family in this report month. The system will not accept a duplicate child.

SolutionVerify each child’s first name, middle initial, last name, and date of birth for this family and resolve any errors.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When “Is the Head-of-Household Single?” is “Child is head-of-household” and “Family Size” is greater than “1”, the oldest Child Last Name and the Head-of-Household Last Name must be the same. [801B]

ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household Last Name correctly.Confirm that you have entered the oldest Child Last Name correctly.

133

Confirm that this is a foster child. If it is, ensure that the Head-of-Household Last Name and the oldest Child Last Name are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

FAQs about the Child Last Name

Question 1The child's (first and last) name is the same as the "head-of-household." Will this come up as an error?

Answer No. But be sure that you are not listing the child as the "head-of-household" unless the child is a foster child. See special instructions for foster children in the data definitions and instructions under Child First Name or Child Last Name.

134

Child First Name

The Child First Name is the first name of the child receiving EESD-subsidized child development services.

Where to find it

On the EESD-9600 form, look in box 1, “Full Name of Child Including Middle Initial” in Section IV, “Data on Children.”

Rules and guidelines

This information is required. The minimum length of this field is two characters. The maximum length of this field is 50

characters. If the child did not receive EESD-subsidized services in the report month, do not include

her/him. Special instructions for foster children: If this is a foster child, the first name, last name,

and middle initial of the child (or, when more than one foster child in the family is being reported, the oldest child) receiving EESD-subsidized services must be the same as the head-of-household’s first name, last name, and middle initial.

Error messages and solutions

The Child First Name is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child First Name is blank.

SolutionEnter the Child First Name.

The Child First Name must be more than one character long. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child First Name is only one character long.

SolutionEnter a Child First Name that is at least two characters long.

The Child’s First Name must contain only letters, hyphens, spaces, and apostrophes. [801A File Transfer], [801A Web Input], [801B]

135

ProblemYou have entered invalid characters in the First Name field.

SolutionRemove the invalid characters and confirm that you have entered the first name correctly.

The Child’s First Name, Last Name, Middle Initial, and birthday already exist for this family in this report month/year. [801A Web Input], [801B]

ProblemA child with this same information has already been reported for this family in this report month. The system will not accept a duplicate child.

SolutionVerify each child’s first name, middle initial, last name, and date of birth for this family and resolve any errors.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When the answer to “Is the Head-of-Household Single?” is “Child is head-of-household” and “Family Size” is greater than “1,” the oldest Child First Name and the Head-of-Household First Name must be the same. [801B]

ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household First Name correctly.Confirm that you have entered the oldest Child First Name correctly.

136

Confirm that this is a foster child. If it is, ensure that the Head-of-Household First Name and the oldest Child First Name are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

FAQs about the Child First Name

Question 1The child's (first and last) name is the same as the "Head-of-Household." Will this come up an error?

Answer No. But be sure that you are not listing the child as the "Head-of-Household" unless the child is a foster child. See special instructions for foster children in the data definitions and instructions under Child First Name or Child Last Name.

137

Child Middle Initial

The Child Middle Initial is the middle initial of the child receiving EESD-subsidized child development services.

Where to find it

On the EESD-9600 form, look in box 1, “Full Name of Child Including Middle Initial” in Section IV, “Data on Children.”

Rules and guidelines

This information is optional but recommended if available. The maximum length of this field is one character. Do not enter a period after the middle initial. Special instructions for foster children: If this is a foster child, the first name, last name,

and middle initial of the child (or, when more than one foster child in the family is being reported, the oldest child) receiving EESD-subsidized services must be the same as the head-of-household’s first name, last name, and middle initial.

Error messages and solutions

A valid child’s middle initial must be one letter. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have a period (.) or more than one letter in the middle initial field. A period (.) is not a valid middle initial. More than one letter is not a valid middle initial.

SolutionDelete the period (.) or extra letter(s) from the middle initial.Leave this blank if there is no middle initial.

When the family size is the same as the number of children reported, the oldest child must be listed as the Head-of-Household. The first name, last name, and middle initial of the oldest child reported and those of the Head-of-Household must be the same. [801A File Transfer], [801A Web Input]

ProblemThe number of children you reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up

138

of only children. In these cases, the oldest child reported must be listed as the head-of-household.

SolutionVerify the family size and children listed for this family. If the family size represents only the children receiving services, change the head-of-household’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

When the answer to “Is the Head-of-Household Single?” is “Child is head-of-household” and “Family Size” is greater than “1,” the oldest Child Middle Initial and the Head-of-Household Middle Initial must be the same. [801B]

ProblemYou have answered the question "Is this Head-of-Household Single?" as “Child is Head-of-Household,” but the Head-of-Household’s name for this family does not match the oldest child’s (or only child’s) name. For reporting purposes only, when only the children receiving services are counted in determining family size, the Head-of-Household’s name must be the same as the name of the oldest child (or only child) reported.

SolutionConfirm that you have entered the Head-of-Household Middle Initial correctly.Confirm that you have entered the oldest Child Middle Initial correctly.Confirm that this is a foster child. If it is, ensure that the Head-of-Household Middle Initial and the oldest Child Middle Initial are the same. If this is not a foster child, change the answer to the question “Is the Head-of-Household Single?” to “No” or “Yes.”

FAQs about the Child Middle Initial

Question 1I don't know the middle initial for the child. S/he doesn't have one.

Answer If you don't know the middle initial for the child, leave it blank. Although this is an optional field, it is advisable to provide the middle initial for the child because there are so many duplicate names. It is a way for your agency to distinguish families and children and for the CDE to do the same across agencies.

139

Child’s Ethnicity

The Child’s Ethnicity indicates whether the child receiving child development services is of Hispanic or Latino origin. The definition of Hispanic or Latino is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin.

Note: The Child’s Ethnicity question is in addition to the Child’s Race questions.

Where to find it

On the EESD-9600 form, look in box 5, “Ethnicity” in Section IV, “Data on Children.” Y = “Yes” and N = “No” on the EESD-9600.

Rules and guidelines

This information is required. There are only two choices:

Yes – The child is of Hispanic or Latino origin.No – The child is not of Hispanic or Latino origin.

Error messages and solutions

The Child’s Ethnicity is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child’s Ethnicity question has not been answered.

SolutionEnter “Yes” (Y in the transfer file) or “No” (N in the transfer file) to answer the Child’s Ethnicity question.

The Child’s Ethnicity is invalid. [801A File Transfer]

ProblemThe information provided in the electronic file for the Child’s Ethnicity is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Ethnicity.

FAQs about the Child’s Ethnicity

Question 1

140

The child’s ethnicity is unknown or the parent isn’t sure whether to answer “Yes” or “No.” What should I do?

Answer This judgment is up to the parent, but regulations require the parent to answer the question.

141

Child’s Race

The Child’s Race indicates the race of the child receiving child development services. The race categories are from the questions asked by the U.S. Census Bureau and are defined as follows:

American Indian or Alaska Native: A person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.

Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

Black or African American: A person having origins in any of the Black racial groups of Africa.

Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Where to find it

On the EESD-9600 form, look in box 6, “Race” in Section IV, “Data on Children.” See the codes below for each race.

Rules and guidelines

This information is required. At least one racial category must be “Yes.” Select all racial categories that apply. There are five racial categories:

* American Indian or Alaska Native [1 on EESD-9600]* Asian [2 on EESD-9600]* Black or African American [3 on EESD-9600]* Native Hawaiian or other Pacific Islander [4 on EESD-9600]* White [5 on EESD-9600]

For each of these racial categories, you must enter one of the two choices:YesNo

Error messages and solutions

The Child’s Race is required. (Yes or No) [801A File Transfer], [801A Web Input], [801B]

ProblemFor the indicated racial category, the information is missing.

142

SolutionMake sure you entered “Yes” (Y in the transfer file) or “No” (N in the transfer file) for the indicated racial category.

All Race categories are answered “No.” At least one Race category must be answered “Yes.” [801A File Transfer], [801A Web Input], [801B]

ProblemYou have to answer “Yes” to at least one of the Race categories regardless of the answer you provided for the “Child’s Ethnicity.”

SolutionIndicate “Yes” (Y in the transfer file) for at least one of the racial categories.

The “Child’s Race – American Indian or Alaskan Native” is invalid. Valid entries are “Y” or “N.” [801A File Transfer]

ProblemThe information provided in the electronic file for the indicated Race category is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Race.

The “Child’s Race – Asian” is invalid. Valid entries are “Y” or “N.” [801A File Transfer]

ProblemThe information provided in the electronic file for the indicated Race category is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Race.

The “Child’s Race – Black or African American” is invalid. Valid entries are “Y” or “N.” [801A File Transfer]

ProblemThe information provided in the electronic file for the indicated Race category is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Race.

The “Child’s Race – Native Hawaiian or Other Pacific Islander” is invalid. Valid entries are “Y” or “N.” [801A File Transfer]

143

ProblemThe information provided in the electronic file for the indicated Race category is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Race.

The “Child’s Race – White” is invalid. Valid entries are “Y” or “N.” [801A File Transfer]

ProblemThe information provided in the electronic file for the indicated Race category is not acceptable.

SolutionConfirm that you have entered valid information (Y or N) for the Child’s Race.

FAQs about the Child’s Race

Question 1The child’s race is unknown or the parent isn’t sure whether to answer “Yes” or “No” in the different categories. What should I do?

Answer This judgment is up to the parent, but regulations require the parent to answer “Yes” or “No” to each racial category. At least one of the racial categories must be answered “Yes.”

Question 2The EESD-9600 for one of our children indicates the race is both Asian and White. I’ve answered “Yes” to both these categories. What do I answer for the remaining race categories?

Answer Answer “No” to the remaining race categories not identified by the parent on the EESD-9600.

144

Child Gender

The Child Gender indicates whether the child receiving child development services is female or male.

Where to find it

On the EESD-9600 form, look in box 2, “Sex” in Section IV, “Data on Children.” (M = Male, F = Female)

Rules and guidelines

This information is required. There are only two choices:

MaleFemale

Error messages and solutions

The Child’s Gender is required. [801A File Transfer], [801A Web Input], [801B]

ProblemNo information has been provided for the Child Gender.

SolutionMake sure you selected Male (M in transfer file) or Female (F in transfer file) for the Child’s Gender.

The “Child’s Gender” is invalid. [801A File Transfer]

ProblemThe information provided in the electronic file for the Child’s Gender is not acceptable.

SolutionConfirm that you have entered valid information (M or F) for the Child’s Gender.

FAQs about the Child Gender

Question 1The box was not checked on the EESD-9600 form, and I can't tell the gender. What should I do?

145

AnswerAsk staff responsible for maintaining this information to update the file for this child so you can answer the question.

146

Child Date of Birth

The Child Date of Birth is the month, day, and year the child receiving EESD-subsidized child development services in the report month was born.

Where to find it

On the EESD-9600 form, look in box 3, “Birth Date” in Section IV, “Data on Children.”

Rules and guidelines

This information is required. Provide the month, day, and year the child was born The Child Date of Birth must be on or before the report month.

Error messages and solutions

The Child Date of Birth is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child’s Date of Birth has not been provided.

SolutionEnter the Child Date of Birth.

The Child Date of Birth must be on or before the report month. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child Date of Birth is after the report month, indicating that the child was born after the month in which he/she received child care.

SolutionConfirm that you have entered Child Date of Birth correctly.

Invalid Child Date of Birth. [801A File Transfer]

ProblemYou have entered an invalid or incomplete date.

SolutionEnter a date that meets the file format specifications. For example, January 1, 2010, would appear as 01/01/2010 in the file.

147

The Child Date of Birth indicates the child is too young or too old for the program type. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child Date of Birth and Program Code(s) you entered for this child indicate the child is not eligible for services under the program selected based on their age.

SolutionVerify that the Child Date of Birth is entered correctly. If the Child Date of Birth is entered correctly and the child is being served because the family file contains an active IEP indicating these services are authorized, you must enter a “Y” in the “Child has IEP” field to report an over-aged child.

Note: One of the purposes of the “Child Has IEP” is to allow agencies to report children who exceed the upper-age limit of 12 years old for the following programs: C2AP, C3AP, CAPP, CCTR, CFCC, CMIG, and CMAP. Having an IEP does not apply to children receiving services in the CSPP program nor will it allow agencies to report children receiving services in a licensed center-based setting in the CCTR program when they are only age-eligible for the CSPP program..

In addition, children who will turn five-years old on or before September 1st of the school year they are receiving services (these children are eligible for kindergarten pursuant EC, Section 48000(a)) and were enrolled and receiving services in CSPP program on June 30th may continue to receive services in the CSPP program through the summer until the beginning of the academic year they are eligible to start kindergarten, but no later than September 30th.

Preschool age children cannot receive services in CCTR programs in a licensed center. [801A File Transfer], [801A Web Input], [801B]

ProblemPreschool-age children (children who turn three or four years old on or before September 1st of the fiscal year they are receiving services) may only receive services in the CCTR program under the following conditions:

For three and four year old children (as defined above) services are provided in a licensed family child care home setting, or

For children not yet 3 years old but who will be by September 1st, they may remain in a CCTR toddler program until the day before their third birthday.

For children turning five (5) years old September 2nd through December 2nd and enrolled in a transitional kindergarten program and whose family needs before or after school services, can be enrolled in a CCTR or Alternative Payment program. See http://www.cde.ca.gov/sp/cd/ci/mb1402.asp for complete information

Other than these three conditions, children who turn 3 or 4 years old on or before September 1st of the fiscal year they are receiving services cannot be reported in the CCTR program.

Solution

148

Verity the child's date of birth, program code(s) for this child, and the setting the child received services in the report month.

The Child Month of Birth is required. [801A Web Input], [801B]

ProblemNo Child Month of Birth was selected from the dropdown list.

SolutionSelect the Child Month of Birth from the dropdown list (January-December).

The Child Day of Birth is required. [801A Web Input], [801B]

ProblemNo Child Day of Birth was selected from the dropdown list.

SolutionSelect the Child Day of Birth from the dropdown list.

The Child Year of Birth is required. [801A Web Input], [801B]

ProblemNo Child Year of Birth was selected from the dropdown list.

SolutionSelect the Child Year of Birth from the dropdown list.

FAQs about the Child Date of Birth

Question 1I don't have the Child Date of Birth. What should I do?

Answer You must enter the Child Date of Birth. If you can't find it on the EESD-9600 form, then check other records for the child, such as the immunization record.

149

Child Has Individualized Education Program (IEP)

Children with exceptional needs are described in Education Code Section 8208(l)(2). These children require the special attention of adults in a child care setting. They have an active Individualized Family Service Plan (IFSP) or Individualized Educational Program (IEP) on file with the agency. In addition, a child who is otherwise eligible for services (except in the California State Preschool Program - CSPP) may be served until age twenty-one if he/she has an active IEP and is receiving appropriate special education and services.

Where to find it

Required exceptional needs documentation should be in the family file. Documentation must include a copy of an active IFSP or IEP

Rules and guidelines

To indicate whether or not a child meets the description of children with exceptional needs, follow the steps below:

For agencies who submit an electronic file, you must answer either "Y" (child meets the description above) or "N" (the child does not meet the description above) in the file for each child.

For agencies using Web input/edit, check the box for "Child has IEP" to indicate this child meets the description above. Do not check the box if there is no IEP on file for the child.

Note: The "Child has IEP" question also allows agencies to report children who exceed the upper-age limit of 12 years old for the following programs: C2AP, C3AP, CAPP, CCTR, CFCC, CMIG, and CMAP. There is no override of the age limits for children receiving services in the CSPP program.

Error messages and solutions

"Child has IEP" is required. [801A File Transfer], [801A Web input], [801B] (effective with the September 2013 report month)

ProblemThe information in for the "Child has IEP" was not provided.

150

SolutionConfirm that you have entered "Y" or "N" in the transfer file or selected "Yes" or "No" from the dropdown list on the 801A or 801B Web input screen.

Invalid Child has IEP information. [801A File Transfer]

ProblemThe information in the transfer file for the Child’s IEP is not acceptable.

SolutionConfirm that you have entered “Y” or “N” in the transfer file.

FAQs about Child has IEP

Question 1How do I know if the child meets the definition of exceptional needs?

Answer The family file will contain a copy of an active IFSP or IEP.

Question 2What if the family files does not contain an active IFSP or IEP?

AnswerIf there is no active IFSP or IEP in the family's file, then you would answer "No" to this question. Only answer "Yes" if the child has an active IEP on file with the agency.

151

Child's Primary Language

Description

A student's primary language is identified by the Home Language Survey as the language first learned, most frequently used at home, or most frequently spoken by the parents or adults in the home.

Where to Find It

This information is collected on the EESD-9600 Confidential Application for Child Development Services and Certification of Eligibility and located in Section IV, Data on Children, 7. Native Language, Language Code.

Rules and Guidelines

Report the child’s primary language. If the child speaks more than one language, select the language in which they are the most fluent. The languages and codes below are the same as those listed on the EESD-9600 form.

This information is required. For agencies submitting an electronic file, enter the code associated with the child's primary

language listed below. For agencies using web input, select the child's primary language from the dropdown list.

Language Code Language Code Language CodeArabic 11 Hungarian 24 Punjabi 28

Armenian 12 Ilocano 25 Russian 29Assyrian 42 Indonesian 26 Rumanian 45Burmese 13 Italian 27 Samoan 30

Cantonese 03 Japanese 08 Serbian 31Cebuano (Visayan) 36 Khmer (Cambodian) 09 Serbo-Croatian 52

Chaldean 54 Khmu 50 Spanish 01Chamarro (Guamanian) 20 Korean 04 Taiwanese 46Chaozhou (Chaochow) 39 Kurdish 51 Thai 32

Croation 14 Lahu 47 Toishanese 53Dutch 15 Lao 10 Tongan 34

English 00 Mandarin (Putonghua) 07 Turkish 33Farsi (Persian) 16 Marshallese 48 Ukrainian 38

French 17 Mien 44 Urdu 35German 18 Mixteco 49 Vietnamese 02Greek 19 Native American

Languages88 Other Languages of

China55

Gujarati 43 Pashto 40 Other Languages of the Philippines

66

Hebrew 21 Pilipino (Tagalong) 05 Other non-English 99Hindi 22 Polish 41    

152

Hmong 23 Portuguese 06    

Error Messages and Solutions

“Child's Primary Language” must be a valid two digit language code. [801A File Transfer]

Problem

The information in the upload file for the Child's Primary Language is not a valid code.

Solution

Confirm you have entered a two-digit code from the list above.

Answer to Child's Primary Language is required. [801A Web Input], [801A File Transfer]

Problem

The question “Child's Primary Language” has not been answered.

Solution

Confirm that you have selected a primary language for the child.

FAQs about Child's Primary Language

Question 1

How do I know which is the primary language?

Answer

The child data section of the EESD-9600 should list the code for the primary language.

Question 2

What if the family files does not contain this information?

Answer

This information is required on the EESD-9600. If it is missing, you will need to contact the family to obtain the primary language and update the information in the family file.

153

Question 3

What if the family indicates a primary language that is not listed?

Answer

If the language on the EESD-9600 is not on the list, choose "Other non-English" for this child.

154

Child is English Learner

DescriptionEnglish learner students are those students for whom there is a report of a primary language other than English on the state-approved Home Language Survey and who, on the basis of the state approved oral language (grades kindergarten through grade twelve) assessment procedures and literacy (grades three through twelve only), have been determined to lack the clearly defined English language skills of listening comprehension, speaking, reading, and writing necessary to succeed in the school's regular instructional programs. (R30-LC).

Where to Find It

This information is collected on the EESD-9600 Confidential Application for Child Development Services and Certification of Eligibility and located in Section IV, Data on Children: Is Child limited English Proficient?

Rules and Guidelines

For agencies that submit an electronic file: Indicate “Y” in the upload file if the child is an English Learner. Indicate “N” in the upload file if the child is not an English Learner. Leave the field blank in the upload file if the child is too young to be enrolled in

kindergarten but too old to be enrolled in twelfth grade.

For agencies using Web input, select the following: Select “Yes” if the child is an English Learner. Select “No” if the child is not an English Learner. Select “Not Applicable” if the child is too young to be enrolled in kindergarten but too old

to be enrolled in twelfth grade.

Error Messages and Solutions

“Child is English Learner” information provided is invalid. [801A File Transfer]

Problem

The information for Child is English Learner is invalid because it contains information other than “Y”, “N”, or blank.

Solution

Confirm that you have entered “Y”, “N”, or the field is blank for this question.

155

Answer to Child is English Learner is required. [801A File Transfer], [801A Web Input]

Problem

The question “Child is English Learner” has not been answered.

Solution

For agencies submitting their CDD-801A via an electronic vile, confirm the file contains “Y”, “N”, or the field is blank for this question.

For agencies submitting their CDD-801A via Web Input, confirm you have selected “Yes”, “No”, or “Not Applicable” from the dropdown list.

Child is English Learner must be answered “Yes” or “No” because child’s date of birth indicates they are kindergarten through twelfth grade age. [801A File Transfer], [801A Web Input]

Problem

The child’s date of birth indicates this child is of school-age (kindergarten through twelfth grade) but you have not answered Yes (Y) or No (N) to this question.

Solution

Confirm the “Child’s Date of Birth.” Confirm the answer to the question “Child is English Learner.” Confirm that you have entered “Yes (Y) or No (N) for this question.

Child is English Learner cannot be answered “Yes” or “No” because child’s date of birth indicates they are too young for kindergarten or too old for twelfth grade. [801A File Transfer], [801A Web Input]

Problem

The child’s date of birth indicates this child is not school-age (kindergarten through twelfth grade) but you have answered “Yes” or “No” to this question.

Solution

Confirm the “Child’s Date of Birth.” Confirm the answer to the question “Child is English Learner.” Confirm that you have indicated selected “Not Applicable” from the dropdown list on the web input page or left the field blank in the upload file.

FAQs about Child is English Learner

156

Question 1

How do I know if the child is an English learner?

Answer

The child data section of the EESD-9600 contains a column labeled “Is child limited English proficient?” If this section contains a “Y” then this indicates the child is an English Learner. If it contains an “N” then this means the child is not an English learner.

Question 2

What if the family files does not contain this information?

Answer

This information is required on the EESD-9600. If it is missing, you will need to contact the family and update the information in the family file.

157

Child Start Date

The Child Start Date is the actual date on which the child began receiving EESD-subsidized services through your agency.

Where to find it

The documentation for when a child begins receiving services should be in the family file. This date should be found on a Notice of Action but may be found in other documents as well.

Rules and guidelines

This information is required. Enter the date (month, day, and year) the child began receiving subsidized services. If the services were interrupted for less than three months due to illness or vacation,

select the original date services began for this child with your agency, not the date services resumed.

If the services were interrupted for three months or more, select the date when the child resumed receiving services, not the original date services began with your agency.

Example: Joe Kim began receiving subsidized child care from Daisy’s Day Care on June 1, 2008. He did not receive services during the month of July, but returned to Daisy’s Day Care on August 13, 2008. Because there was less than three months between the last day Joe was in care and the day he returned, you would enter June 1, 2008, in the system.

Example: Suzy Kim began receiving subsidized child care on April 1, 2008. She did not receive child care in June, July, or August because of summer vacation. She returned to child care in September 5, 2008.You must enter September 5, 2008, in the system because that was the date Suzy resumed receipt of child care after a break of three months.

This date must be before or during the report month and year. This date must be on or after the Family Start Date.

Error messages and solutions

The Child Start Date is required. [801A File Transfer]

ProblemThe Child Start Date is blank.

SolutionEnter the Child Start Date.

158

159

Invalid Child Start Date. [801A File Transfer]

ProblemYou have entered an invalid or incomplete date.

SolutionEnter a date that meets the file format specifications. For example, January 1, 2010, would appear as 01/01/2010 in the file.

The Child Start Month is required. [801A Web Input]

ProblemNo month was selected from the dropdown list.

SolutionSelect the month from the dropdown list (January-December).

The Child Start Day is required. [801A Web Input]

ProblemNo day was selected from the dropdown list.

SolutionSelect the day from the dropdown list (1-31).

The Child Start Year is required. [801A Web Input]

ProblemNo year was selected from the dropdown list.

SolutionSelect the year from the dropdown list.

The Child Start Date must be on or before the report month/year. [801A File Transfer], [801A Web Input]

ProblemThe Child Start Date is after the report month, indicating that the child is being reported in a month that hasn’t yet begun.

SolutionConfirm that you have entered the Child Start Date correctly.

The Child Start Date must be on or after the Family Start Date. [801A File Transfer], [801A Web Input]

ProblemThe Child Start Date entered is before the Family Start Date. The child cannot start before the family has started.

160

SolutionConfirm that you have entered the child’s and Family Start Dates correctly.

The Child Start Date must be on or after the Child Date of Birth. [801A File Transfer], [801A Web Input]

ProblemThe Child Start Date entered is before the child was born. The child cannot start receiving services before it is born.

SolutionConfirm that you have entered the Child Start Date and Child Date of Birth correctly.

FAQs about the Child Start Date

Question 1I don't know the Child Start Date. What should I do?

Answer You should be able to determine the Child Start Date by looking in the family file. A Notice of Action may indicate when the child began receiving services. Check your agency’s provider payment records to determine when you began paying for this child’s services.

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Child Receives Part-Time Care

The answer to Child Receives Part-Time Care indicates whether the child receives less than 4 hours (no more than three hours and 59 minutes) of care each day during the report period.

Note: In this document, the term “part-day” is also used to refer to part-time services.

Where to find it

The information for the amount of care certified for the child each day should in the family file. Instructions: In the family file, review the daily amount of care the child received or was certified to receive. If that daily care was less than four (4) hours each day, this is a part-time child and you would answer "Yes" to this question. If the daily care fluctuated because the child's schedule varies on different days of the week, or the child had more than one care provider during the day or in the month, determine for each day the total hours of care provided to that child. Then count the part-time days and the more than part-time days. If the number of part-time days is the larger number, then the answer to this question is "Yes." If the number of part-time days is less, then the answer to this question is "No."

Rules and guidelines

There are only two choices: Yes - this child received less than four (4) hours (no more than three (3) hours and 59 minutes) of care each day for more than half of the days in the month where care was provided. No - this child received four (4) hours or more of care each day for more than half of the days in the month where care was provided.

Error messages and solutions

The Child Receives Part-Time Care information is required. [801A File Transfer], [801A Web Input]

ProblemThe information for the Child Receives Part-Time Care was not provided.

SolutionEnter "Yes" (Y in transfer file) or "No" (N in transfer file) for the Child Receives Part-Time Care.

“Child Receives Part-Time Care” is Invalid. [801A File Transfer]

ProblemThe information in transfer file, the information for the Child Receives Part-Time Care is not acceptable.

162

SolutionConfirm that you have entered “Y” or “N” in the file.

FAQs about the Child Receives Part-Time Care

Question 1This child receives varying amounts of care on different days. Some days are part-time and some days are more. Which answer should I choose?

AnswerIf the child's schedule varies day to day, just count the number of days they are part-time and the number of days they are more than part time. If the number of days they are part-time is more, then you would answer "Yes" to this question because more than half of the days where services were provided are for part-time care.

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Provider Federal Employment Identification Number (FEIN)/Social Security Number (SSN) [CDD-801A only]

The Provider Federal Employment Identification Number (FEIN)/Social Security Number (SSN) is the unique identification number that the federal government requires all workers and agencies to have for tax purposes. For providers who do not have a FEIN, use their SSN.

The Provider FEIN/SSN is used by the CDE to determine the unduplicated count of providers (both centers and homes) serving children during a one-year period. This count is needed for the CDD-800 Annual Aggregate report. This is a required federal report.

For Alternative Payment (AP) contractors, the Provider FEIN/SSN submitted must be the FEIN or SSN of the license-exempt provider, family day care home provider, or center (who ever operates the center) that provided the actual services to the child.

For Center-based Programs and Family Child Care Home Networks, the FEIN is the tax identification number of the provider where the child actually receives services. If the child received services in a Family Child Care Home, you must enter the Family Child Care Home provider’s FEIN or SSN. If the child received services in a center, you must enter the FEIN of the agency that operates the center.

Where to find it

For Alternative Payment (AP) Contractors: The agency must have the FEIN or SSN in order to make payments to the provider. The agency’s payment office will have the provider’s FEIN or SSN.

For Center-based Programs and Family Child Care Home Networks: The agency’s fiscal or accounting office will have the center’s FEIN and will have the FEIN or Social Security Number of all Family Child Care Home providers who receive payments.

Rules and guidelines

This information is required. This field must contain exactly nine numbers. Do not enter hyphens or spaces. If the child received EESD-subsidized services from more than one provider in the report

month, the Provider FEIN/SSN for each provider must be reported. Remember to change the Services Date when there is a change in providers.

Error messages and solutions

The Provider FEIN/SSN is required. [801A File Transfer], [801A Web Input]

ProblemThe Provider FEIN/SSN is blank.

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SolutionEnter the Provider FEIN/SSN.

Invalid Provider FEIN/SSN. [801A File Transfer], [801A Web Input]

ProblemThe Provider FEIN/SSN is not exactly nine numbers OrThe Provider FEIN/SSN contains nonnumeric charactersOrThe Provider FEIN/SSN contains a repeating number (see exceptions above under Rules and Guidelines).

SolutionEnter a valid and complete Provider FEIN/SSN.

FEIN must contain nine (9) numbers. [801A File Transfer], [801A Web Input]

ProblemThe Provider FEIN/SSN is not exactly nine numbers

SolutionEnter a complete Provider FEIN/SSN.

The Head-of-Household SSN and Provider FEIN/SSN cannot be identical. [801A File Transfer], [801A Web Input]

ProblemYou have entered the same number under both the Provider FEIN/SSN and Head-of-Household SSN. The information as entered indicates the parent is the service provider and this is not allowed.

SolutionVerify the Head-of-Household SSN entered.Verify the Provider FEIN/SSN entered.

One or more duplicate records for this family. [801A File Transfer]OrThis Provider/Type of Child Care already exists for this child’s services. [801A Web Input]

Problem

For agencies submitting their CDD-801A via an electronic file:

Two identical rows in your file, or

165

Two nearly identical rows in your file. The only difference between the rows is the program code. This could occur if a child changed programs during the month.

For agencies submitting their CDD-801A via Web Input:

Duplicate provider information has been entered for the same child. This means you are trying to add a Type of Care for a Provider FEIN/SSN that already exist for this child.

Solution

Electronic File Transfer: Delete one of the duplicate rows in the electronic file or correct the information in the row with the error to reflect the family, child, and provider information. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider in the same row under Program Code 1 and Program Code 2.Web Input: The information provided under the Provider FEIN/SSN and Type of Care has been entered twice. Verify information under each type of care displaying the error. Correct the information as necessary. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider under Program Code 1 and Program Code 2.

FAQs about the Federal Employment Identification Number (FEIN)/SSN

Question 1I have a child who has changed centers during the month. Both centers are operated by the same provider, but they have different zip codes. Nothing else changed for this child except the zip code of the provider. How do I report this child’s provider information?

Answer For children who receive services from the same provider but changed locations during the month, you would report two providers for this child – one for each zip code.

Question 2 The Provider is a license-exempt non-profit. The provider does not wish to disclose their FEIN. Is there a way to record only zeros for this provider's FEIN/SSN field?

AnswerIf the provider is receiving monies from the State then they must disclose their actual FEIN.

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Provider Federal Information Processing Standards (FIPS) Code

The Federal Information Processing Standards (FIPS) Code is the code that identifies the state and county where the child receives services.

Where to find it

This information can be determined based on the provider's address. The city or zip code can be used to determine the county where the provider is located. If you do not know the information, you can use the Zip/FIPS Lookup utility CDMIS has developed which is accessible from the Main Menu of the Web site.

Rules and guidelines

The Provider FIPS code is required. Provider FIPS Codes are only accepted for California (06001 through 06116), Oregon

(41001 through 41071), Nevada (32001 through 32033 and 32510), and Arizona (04001 through 04027).

The Provider FIPS Code consists of a two-digit state code (California is 06) and a three-digit county code. For agencies using Web Input to submit their information, the dropdown box automatically displays the correct Provider FIPS Code for the county selected

The Provider FIPS Code must be consistent with the provider zip code. For example, the FIPS Code for Sacramento County should be entered only when the child's services are provided in Sacramento County.

The Provider FIPS code must be consistent with the provider's zip code.

Error messages and solutions

The Provider FIPS code is required. [801A File Transfer], [801A Web Input]

ProblemThe Provider FIPS code is missing. This field must contain information.

SolutionEnter the Provider FIPS code of the family's residence by entering the correct California County.

The Provider FIPS Code is invalid. [801A File Transfer]

ProblemThe Provider FIPS code you submitted is not in the list of valid FIPS Codes.

SolutionConfirm that you have entered a valid Provider FIPS code.

167

The “Provider Zip Code” does not exist in the “Provider FIPS Code” provided. [801A File Transfer], [801A Web Input]

168

ProblemYou have entered a Provider Zip Code that does not exist in the county indicated by the Provider FIPS Code.

SolutionConfirm that you have entered the Provider FIPS Code correctly. Confirm that you have entered the Provider Zip Code correctly. Use the “Zip/FIPS Lookup” function available on the Main Menu of the CDMIS Web site to verify the information.

Child care provided in Oregon, Nevada, or Arizona is only allowed when all services to the child are provided by CalWORKs Stage 2 or 3 or Alternative Payment program types. [801A File Transfer], [801A Web Input]

ProblemThe information for the provider indicates they are located in Oregon, Nevada, or Arizona; however, the program codes indicating the services provided are not CalWORKs Stage 2 or 3 or Alternative Payment program types. Out-of-state providers can only be reported when the child receives services only through the CalWORKs Stage 2 or 3 or Alternative Payment programs from that provider.

SolutionConfirm that you have entered the Provider FIPS Code correctly. Confirm that you have entered the Provider Zip Code correctly. Use the “Zip/FIPS Lookup” function available on the Main Menu of the CDMIS Web site to verify the information.

FAQs about the Federal Information Processing Standards (FIPS) Code

Question 1What is a FIPS code and how do I find it?

Answer

FIPS stands for Federal Information Processing Standards. In California, FIPS codes are assigned by county. You can download a file containing California’s FIPS Codes on the United States Census Bureau Web page at http://www.census.gov/geo/reference/codes/cou.html.

We have created a Zip/FIPS Lookup utility that is available on the main menu in our data collection system. All you need to do is enter a zip code and the utility will display the FIPS Code you should use.

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Provider Zip Code

The Provider Zip Code is the zip code of the location where the child receives services.

Where to find itThis information is part of the provider's address. For Alternative Payment programs, it should be in the provider's file; and for center-based programs, it may be in the family's file.

Note: check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and guidelines This information is required. The zip code must contain nine digits. The primary five-digit zip code and the four-digit

extension. Enter numbers only. The provider zip code and provider FIPS code must be consistent.

Error messages and solutionsThe Provider Zip Code is required. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Provider Zip Code field is blank. This field must have information.

SolutionEnter the zip code of the provider.

A valid Provider Zip Code must have 9 numbers. [801A File Transfer], [801A Web Input], [801B]

ProblemYou have entered an incomplete Provider Zip Code or letters instead of numbers.

SolutionConfirm that you have entered all nine digits of the Provider Zip Code.

The “Provider Zip Code” does not exist in the “Provider FIPS Code” provided. [801A File Transfer], [801A Web Input]

Problem

170

You have entered a Provider Zip Code that does not exist in the county indicated by the Provider FIPS Code.

SolutionConfirm that you have entered the Provider FIPS Code correctly. Confirm that you have entered the Provider Zip Code correctly. Use the “Zip/FIPS Lookup” function available on the Main Menu of the CDMIS Web site to verify the information.

One or more duplicate records for this family. [801A File Transfer]OrThis Provider/Type of Child Care already exists for this child’s services. [801A Web Input]

Problem

For agencies submitting their CDD-801A via an electronic file:

Two identical rows in your file, or Two nearly identical rows in your file. The only difference between the rows is the

program code. This could occur if a child changed programs during the month.

For agencies submitting their CDD-801A via Web Input:

Duplicate provider information has been entered for the same child. This means you are trying to add a Type of Care for a Provider FEIN/SSN that already exist for this child.

Solution

Electronic File Transfer: Delete one of the duplicate rows in the electronic file or correct the information in the row with the error to reflect the family, child, and provider information. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider in the same row under Program Code 1 and Program Code 2.Web Input: The information provided under the Provider FEIN/SSN and Type of Care has been entered twice. Verify information under each type of care displaying the error. Correct the information as necessary. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider under Program Code 1 and Program Code 2.

Child care provided in Oregon, Nevada, or Arizona is only allowed when all services to the child are provided by CalWORKs Stage 2 or 3 or Alternative Payment program types. [801A File Transfer], [801A Web Input]

171

ProblemThe information for the provider indicates they are located in Oregon, Nevada, or Arizona; however, the program codes indicating the services provided are not CalWORKs Stage 2 or 3 or Alternative Payment program types. Out-of-state providers can only be reported when the child receives services only through the CalWORKs Stage 2 or 3 or Alternative Payment programs from that provider.

SolutionConfirm that you have entered the Provider FIPS Code correctly. Confirm that you have entered the Provider Zip Code correctly. Use the “Zip/FIPS Lookup” function available on the Main Menu of the CDMIS Web site to verify the information.

FAQs about the Provider Zip Code

Question 1The United States Postal Service (USPS) does not provide mail delivery to some of the service locations (centers and/or homes) where services to children are provided and there is no nine-digit zip code associated with these locations. Some providers have a Post Office Box and some pick up their mail General Delivery at their local Post Office. What Zip Code should I report for these providers?

AnswerFor instances where the USPS does not provide mail delivery to these service locations, use the nine-digit zip code associated with the provider's P.O. Box.

Question 2I am trying to enter a Provider Zip Code, but the system is giving me the error "The Provider Zip Code does not exist in the Provider FIPS Code provided" and I cannot save the information. What do I do?

AnswerOur system uses the zip codes provided by the United States Postal Service. They are updated once each month. The zip code provided to you may be incorrect or you are typing it incorrectly. To verify a zip code, go to the United States Postal Service Web site. You may also have entered the FIPS Code incorrectly. (See "Provider Federal Information Processing Standards (FIPS) Code" in this document for more details.)

Question 3I have a child who received services at two of our centers during the same month. These centers are located in different zip codes. How do I report this child's services?

AnswerFor children receiving services at two different centers operated by the same provider, and the centers are located in different zip codes, you would report this child as having two providers in the month, each with the zip code associated with the specific center.

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For children who receive services from the same provider but changed centers during the month, resulting in the child receiving services in a different zip code, you would report this child as having two providers in the month, each with the zip code associated with the specific center during that specific report month. Then, in next month’s report, you would only include the provider information that reflects the new zip code.

173

Quality Rating and Improvement System (QRIS) Participation

Description

The QRIS Participation is an indicator of the type of quality child care available to children and families (if any).

The Quality Rating and Improvement System (QRIS) is a method for rating the quality of child care for a child receiving subsidized care. 

Although the California Code of Regulations, Title 5 mandates that all state funded child development programs implement certain elements of quality, including assessments such as the Environment Rating Scales and the Desired Results Developmental Profile, there is no requirement for participation in a local Quality Rating and Improvement System (QRIS). A QRIS is a set of ratings graduated by level of quality and used to assess early learning and care programs. It may provide workforce development, financial incentives to participants, and other supports to improve quality. The CA-QRIS Consortium is the body that supports ongoing QRIS efforts, built on the Race to the Top-Early Learning Challenge’s tiered rating matrix, continuous quality improvement pathways, and implementation guide. Over 75 percent of California counties have a QRIS.

Where to Find It

Contact your Program Director to determine whether your agency is participating in a QRIS. If your agency is operating in a local QRIS but you do not participate or are not eligible, the information is still required. If your agency is participating, the QRIS certification will reflect your rating. To determine if there is a QRIS operating in your area, go to the Race to the Top - Early Learning Challenge Regional Leadership Consortia Contact List web page at http://www.cde.ca.gov/sp/cd/rt/rttelccontactlist.asp to view currently participating organizations and their contact information. To determine if there is a California State Preschool Program (CSPP) QRIS operating in your area, go to the CSPP QRIS Block Grant Contacts web page at http://www.cde.ca.gov/sp/cd/op/csppqrisbgcontacts.asp to view the lead agencies/co-leads and their contact information.

Rules and Guidelines

This information is required. Please select one answer from the list of choices below. The number preceding each

answer (0, 1, 7, or 8) is the code that must be entered in the upload file.

0 - No. Provider is eligible but does not participate in QRIS.1 - Yes. Provider does participate in a QRIS.7 - The State has an operating QRIS in the provider's area, but the provider is not eligible to

participate.

174

8 - The State does not have an operating QRIS in the provider's area.

Error Messages and Solutions

The QRIS Participation is required. [801A File Transfer], [801A Web Input]

Problem

The QRIS Participation information is missing.

Solution

Review upload file or review CDD-801A Web Input/Edit screen to ensure this information has been provided.

“QRIS Participation” must be a valid one digit participation code: 0, 1, 7, or 8. [801A File Transfer]

Problem

The QRIS Participation information provided is not one of the valid choices.

Solution

Confirm the upload file contains one of the choices listed above.

When the child’s services are provided in a license-exempt home setting, the answer to QRIS Participation can only be “7” or “8”. [801A Web Input] [801A File Transfer], [801B]

Problem

The setting for the provider indicates the services were provided in a license-exempt home and you selected an answer to this question that does not apply. License-exempt home providers are not eligible to participate in the QRIS.

Solution

For license-exempt providers, the only acceptable answer to the QRIS Participation question is “7” or”8.”

FAQs about QRIS Participation

Question

175

How do I know if our agency participates in a QRIS?

Answer

Each local QRIS will provide a participating agency with documentation of its rating.

QuestionHow do I know if we are eligible to participate in a QRIS?

AnswerAn eligible provider is a licensed center or licensed family child care home. Exceptions to the licensing requirement are tribal-approved child care programs and military installation child care programs, who have volunteered to participate in the local QRIS. For more information on QRIS eligibility, go to the Race to the Top - Early Learning Challenge Regional Leadership Consortia Contact List web page at http://www.cde.ca.gov/sp/cd/rt/rttelccontactlist.asp or the CSPP QRIS Block Grant Contacts web page at http://www.cde.ca.gov/sp/cd/op/csppqrisbgcontacts.asp to view contact information for the QRIS operating in your area.

QuestionMany of our providers are licensed-exempt in-home/outside home providers. How would we answer this question for these providers?

AnswerDepending on whether there is an operating QRIS in the provider’s area, you would choose as follows:If there is a QRIS operating in the provider's area, choose answer "7 - The State has an operating QRIS in the provider's area, but the provider is not eligible to participate." If there is no QRIS operating in the provider's area, choose answer "8 - The State does not have an operating QRIS in the provider's area."

176

Accreditation Status

Description

The Accreditation Status is the level of quality whereby the service provider demonstrates the capacity, commitment and competence to support high-quality learning and ongoing program improvement.

Accreditation is another way to judge the quality of a child care program. Any child care program can get accredited. Child care centers, family child care homes, school-age child care programs and after school programs may apply for and receive national accreditation from a variety of different accrediting associations. The accreditation guidelines vary but are generally higher than those required by local or state regulations and licensing. Each accrediting process includes a self-study, an application (and fees), a validation visit to verify information, and yearly certification through written documentation. Upon receiving official accreditation, the provider receives a certificate that verifies status. For more information, a list of accrediting associations and their website addresses has been provided below:

National Association for the Education of Young Children (NAEYC) National Accreditation Commission (NAC) National Early Childhood Program Accreditation (NECPA) National Association for Family Child Care (NAFCC) American Camp Association (ACA)

Note: The above list is an example of some of the child care accrediting associations. Agencies are responsible for obtaining information regarding accreditation options and resources available to them.

Where to Find It

For agencies operating center-based programs (includes General Child Care and Development, Family Child Care Home Education Networks, General Migrant, Handicapped, and California State Preschool programs), contact your Program Director to determine whether your agency is accredited by an accrediting association. For agencies operating alternative payment programs (includes Alternative Payment, CalWORKs Stage 2 and 3, and Migrant Alternative Payment programs), contact the service provider to determine if they are accredited. Documentation of accreditation is typically provided in the form of an accreditation certificate provided by the accrediting association.

Rules and Guidelines

The information is required.

Indicate the Accreditation Status based on the choices below:

177

0 – No1 - Yes. National Accreditation2 - Yes. State Accreditation3 – Yes. Other Accreditation (not National or State Level)4 – Yes. Level/Type of Accreditation Unavailable9 – NA. Information Currently Unavailable

Error Messages and Solutions

The Accreditation Status is required. [801A File Transfer], [801A Web Input], [801B]

Problem

The information on the Accreditation status is missing.

Solution

Confirm that you have entered one of the choices from the "Rule and Guidelines" listed above.

"Accreditation Status" must be a valid one digit accreditation code: 0, 1, 2, 3, 4, or 9. [801A File Transfer]

Problem

The Accreditation Status in the transfer file is not one of the valid choices listed under the Rules and Guidelines.

Solution

Confirm that the file contains one of the codes listed above.

FAQs about Accreditation Status

Question 1

My site where all our children receive services is accredited by the National Association for the Education of Young Children. How do I report this in my electronic file?

Answer

Since the National Association for the Education of Young Children is a national accreditation association, you would enter a "1" in the appropriate field within your electronic file to indicate the site is nationally accredited.

178

Question 2

How do I know if our agency has been accredited?

Answer

Each accrediting association will provide each agency a certificate that verifies status upon receiving official accreditation. 

179

Type of Care

The Type of Care code describes the setting (licensed or license-exempt category) in which the EESD-subsidized services were provided to the child in the report month. Children may have more than one Type of Care in a report month.

Where to find it

On the EESD-9600 form, look in box 9, “Type of Care Code” in Section IV, “Data on Children.”

Rules and guidelines

This information is required. [CDD-801B only] If the child had more than one EESD-subsidized Type of Care in the

report month, information on each type that is subject to CDD-801B reporting must be reported. Click here to see the list of Program Codes that must be reported.

[CDD-801A only] If the child had more than one EESD-subsidized Type of Care in the report month, information on each type must be reported.

A provider can have more than one Type of Care in one report month. (For example, a relative takes care of the child in her own home [07] and in the child’s home [05] on different days in the same month.)

[CDD-801A Only] If a child receives care from one provider (same Provider FEIN/SSN and Type of Care combination) but at two locations that have two different zip codes, report this as if the child has two providers during the month. All the information would be the same except for the Provider Zip Code.

Remember to change the Services Date if the Type of Care changed from the prior reporting month or changed during the month.

There are only eight choices:

02 – Licensed family child care home03 – Licensed large family child care home04 – Licensed center-based care05 – License-exempt in child’s home by a relative06 – License-exempt in child’s home by a nonrelative07 – License-exempt outside the child’s home by a relative08 – License-exempt outside the child’s home by a nonrelative11 – License-exempt center-based care

Error messages and solutions

The Type of Care information is invalid. [801A File Transfer]

Problem

180

The Type of Care is not in the list of valid values.

SolutionEnter a valid Type of Care code.

You have entered a Type of Care. The child’s information is required. [801A Web Input]

ProblemYou have entered a Type of Care, but you did not enter all of the following three elements: Child First Name, Child Last Name, and Child Date of Birth.

SolutionYou must enter the Child First Name, Child Last Name, and Child Date of Birth. If the Type of Care information was completed in error, change the answer back to “Select from list.”

The Type of Care is required. [801A File Transfer], [801A Web Input], [801B]

ProblemNo Type of Care code has been entered.

SolutionEnter a valid Type of Care code.

The Type of Care is not valid for the Program Code selected. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Type of Care/Program Code combination provided is not allowed.

SolutionConfirm that you have selected the correct Program Code and/or Type of Care. The following combinations are available:

C2AP can be used with 02, 03, 04, 05, 06, 07, 08, and 11C3AP can be used with 02, 03, 04, 05, 06, 07, 08, and 11CAPP can be used with 02, 03, 04, 05, 06, 07, 08, and 11CCTR can be used with 02, 03, 04, and 11CFCC can be used with 02 and 03CHAN can be used with 04 and 11CMAP can be used with 02, 03, 04, 05, 06, 07, 08, and 11CMIG can be used with 02, 03, 04, and 11CSPP can be used with 04

181

One or more duplicate records for this family. [801A File Transfer]OrThis Provider/Type of Child Care already exists for this child’s services. [801A Web Input]

Problem

For agencies submitting their CDD-801A via an electronic file:

Two identical rows in your file, or Two nearly identical rows in your file. The only difference between the rows is the

program code. This could occur if a child changed programs during the month.

For agencies submitting their CDD-801A via Web Input:

Duplicate provider information has been entered for the same child. This means you are trying to add a Type of Care for a Provider FEIN/SSN that already exist for this child.

Solution

Electronic File Transfer: Delete one of the duplicate rows in the electronic file or correct the information in the row with the error to reflect the family, child, and provider information. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider in the same row under Program Code 1 and Program Code 2.Web Input: The information provided under the Provider FEIN/SSN and Type of Care has been entered twice. Verify information under each type of care displaying the error. Correct the information as necessary. If the child received care from one provider during the month, but changed programs (i.e., from CSPP to CCTR) during the month, report both program codes for that same provider under Program Code 1 and Program Code 2.

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Program Code(s)

The Program Code refers to the type of EESD contract. Program codes are four-character designations. They are part of your agency’s contract number. An agency with more than one contract will have a different program code for each type of contract. The current program codes are C2AP, C3AP, CAPP, CCTR, CFCC, CHAN, CMAP, CMIG, and CSPP.

[CDD-801A only] Note: The data entry screen allows you to list up to three different Program Codes, if necessary. Enter more than one program code only if the child’s care from the same provider is paid for by more than one program code during the report month.

[CDD-801B only] Only the following program codes are included in the CDD-801B reports: C2AP, C3AP, CAPP, CCTR, CFCC, CMAP, and CSPP (only those children receiving more than part-day CSPP services).

Where to find it

On the EESD-9600 form, look in box 8, “Program Code” in Section IV, “Data on Children.”

Rules and guidelines

Report only program codes for which your agency has a contract directly with the EESD. Program Code 1 must contain a valid four-character program code. Program Code 1 should

be the program code for the funding source that paid for the greatest amount of services in the month.

If the child’s EESD-subsidized services in the report month are paid by more than one program code from your agency, then you would report those under Program Code 2 and, if applicable, Program Code 3. A maximum of three different program codes may be selected for a Type of Care.

If the program code changed from the prior report month or changed during the month, change the Services Date to the date when the change became effective.

All program codes that paid for EESD-subsidized services during the report month must be reported.

Error messages and solutions

Program Code 1 is required. [801A File Transfer]OrProgram Code 1 must be completed. [801A Web Input], [801B]

ProblemAll three fields for Program Codes are blank (801A File Transfer) or set to “Select from List.” (801A Web Input)

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SolutionEnter a program code under Program Code 1.

Invalid Program Code. [801A File Transfer]

ProblemOne (or more) of the Program Codes is not in the list of valid codes.

SolutionConfirm that all Program Codes are valid.

This is not a valid Program Code for your agency. [801A File Transfer], [801A Web Input], [801B]

ProblemYour agency does not have a contract for the Program Code provided.

SolutionVerify that you have entered the correct Program Code for this child’s services.

The same Program Code cannot be listed more than once for a setting. [801A File Transfer], [801A Web Input], [801B}

ProblemYou have entered the same Program Code more than once for a setting.

SolutionChange the duplicate Program Code in Program Code 2 and/or Program Code 3 back to “Select from list.”

Program Code 2 cannot be completed if Program Code 1 is blank. [801A File Transfer], [801A Web Input], [801B}OrProgram Code 3 cannot be completed if Program Code 1 or 2 is blank. [801A File Transfer], [801A Web Input], [801B}

ProblemYou have skipped one of the Program Code fields.

SolutionChange the information so Program Code 1 contains a program code and change the others to “Select from list” if no other program codes funded this child’s care at this provider.

Program Code 1 is required when “State Subsidized Monthly Payment for This Child Care” and “Total Hours of Care This Month” are provided. [801B]

Problem

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You have completed the State Subsidized Monthly Payment and the Total Hours of Care but did not select a Program Code.

SolutionSelect a Program Code. If you added an additional provider/type of care section mistake, delete it.

Program Code 1 (or Program Code 2 or Program Code 3) is marked as “No Service” for this reporting period. [801A File Transfer], [801A Web Input]

ProblemThe Program Code you reported is marked as “No Services” on the Sub-agency/No Services page.

SolutionSomeone at your agency has indicated this program did not operate at all during the report month. If you agency did operate this program during that report month, the agency super user must go to the Main Manu of the CDMIS Web site, select the function, “Sub-agency/No Services” and click the “Submit” button. Remove the check mark from the box for the related program and month and fiscal year and click the “Save No Service Periods’ button. This will allow you to submit your report for this program.

The Child Date of Birth indicates the child is too young or too old for the program type. [801A File Transfer], [801A Web Input], [801B]

ProblemThe Child Date of Birth and Program Code(s) you entered for this child indicate the child is not eligible for services under the program selected based on their age.

SolutionVerify that the Child Date of Birth is entered correctly. If the Child Date of Birth is entered correctly and the child is being served because the family file contains an active IEP indicating these services are authorized, you must enter a “Y” in the “Child Has IEP” field to report an over-aged child.

Note: One of the purposes for the “Child Has IEP” question is to allow agencies to report children who exceed the upper-age limit of 12 years old for the following programs: C2AP, C3AP, CAPP, CCTR, CFCC, CMIG, and CMAP. Having an IEP does not apply to children receiving services in the CSPP program nor will it allow agencies to report children receiving services in a licensed center-based setting in the CCTR program when they are only age-eligible for the CSPP program.

In addition, children who will turn five-years old on or before September 1st of the school year they are receiving services (these children are eligible for kindergarten pursuant EC, Section 48000(a)) and were enrolled and receiving services in CSPP program on June 30th may continue to receive services in the CSPP program through the summer until the beginning of the academic year they are eligible to start kindergarten, but no later than September 30th.

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Preschool age children cannot receive services in CCTR programs in a licensed center. [801A File Transfer], [801A Web Input], [801B]

ProblemPreschool-age children (children who turn three or four years old on or before September 1st of the fiscal year they are receiving services) may only receive services in the CCTR program under the following conditions:

For three and four year old children (as defined above) services are provided in a licensed family child care home setting, or

For children not yet 3 years old but who will be by September 1st, they may remain in a CCTR toddler program until the day before their third birthday.

For children turning five (5) years old September 2nd through December 2nd and enrolled in a transitional kindergarten program and whose family needs before or after school services, can be enrolled in a CCTR or Alternative Payment program. See Management Bulletin 12-15 for complete information.

Other than these three conditions, children who turn 3 or 4 years old on or before September 1st of the fiscal year they are receiving services cannot be reported in the CCTR program.

SolutionVerity the child's date of birth, program code(s) for this child, and the setting the child received services in the report month.

FAQs about Program Codes

Question 1Why are there three blanks for Program Codes on the report?

Answer Most children receive EESD-subsidized services under one program code. In those cases, you would enter the information under Program Code 1 and leave Program Code 2 and Program Code 3 set to “Select from list.”

Some children received EESD-subsidized services from more than one contract (e.g., CCTR and CFCC). When you enter the data about those children, you would complete both Program Code 1 and Program Code 2. Program Code 1 should be the program where the majority of the services were provided during the month. If they were equal, you can enter either one in either spot.

Question 2I entered a program code and received an error message that says the Program Code is not valid. The family file shows this program code, but your system won’t allow me to save it. What do I do?

Answer You may have an old program code in the family file. Program codes may be changed or eliminated at the beginning of a fiscal year due to a variety of reasons. Check with your agency’s program director to find out what the correct code should be for this child. You

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can also check with your assigned EESD consultant to find out what contracts your agency has with the EESD in order to determine what code you should be reporting.

You may also find that the child’s services are not being paid by the contracts your agency has directly with the EESD. For example, you may be serving a family whose care is paid by a voucher from another agency. If this is the case, you should not report this family as being served by your agency. You should report only families and children whose services are paid by contracts your agency has directly with the EESD.

Question 3Our agency has CMIG and CCTR contracts with EESD. The CMIG program closes in mid-November each year and reopens the last week in April. How do we notify you that we will not submit the CDD-801A report for the CMIG program from December through March because we do not provide any services during those months under that program?

AnswerIf one of the programs your agency has will not provide any services during an entire month, you can report this on the Sub-agency/No Services page. This page is available on the Main Menu of the CDMIS Web site and can only be viewed and updated by the agency super user. Under the “No Service Periods” section, place a check mark in the appropriate boxes and click the “Save No Service Periods” button. This indicates your program is closed for that month.

[CDD-801B only]Question 4On my CDD-801B report, one of the children listed shows they received services from the CCTR program. This child actually received services from the CHAN program, and we realize this was reported incorrectly on our CDD-801A. We have corrected the CDD-801A reports for this child, but, since the child was selected for the CDD-801B, how do we report for this child in the CDD-801B report?

Answer Because this child was originally reported in the CDD-801A monthly report with a qualifying program code, the child was included in the CDD-801B selection process. However, you have identified that this child was actually in a program that should NOT have been included in the CDD-801B selection process. Since this child should not have been included, you must exclude this child. Instructions for doing this can be found on the CDD-801B Edit Family Information page within the CDMIS system. If this is the only child receiving subsidized care in the family, you must exclude the family instead of the child. Those instructions can also be found on the same page.

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Services Date

The Services Date is the date on which a child begins receiving services:

At a specific provider (the person or entity that physically provides the services) For a specific Type of Care Subsidized by a particular program type (contract prefix)

When any of the three items noted above changes, the Services Date must reflect the effective date of the change. This date is used to calculate the CDD-800 Annual Aggregate report. This report is a required federal report.

Where to find it

The most accurate documentation should be located in the agency’s provider payment records. Documentation may also be found in the family file.

Rules and guidelines

This information is required. Enter the date (day, month, and year) services began or changed with a specific provider,

in a specific Type of Care, or under a particular Program Code. If there is a change in the provider, the Type of Care, or the Program Code, enter the date

on which the change became effective. The Services Date must be on or after the Child Start Date. The Services Date must be during or before the report month/year. Change the Services Date when the provider’s FEIN/SSN changed from the prior reporting

month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Change the Services Date when the Type of Care changed from the prior reporting month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Change the Services Date when the Program Code changed from the prior reporting month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Example 1: Janet Jones has received subsidized child care at Happy Day Care Center since April 1, 2008, three days a week after school. On April 15, 2009, she also began receiving subsidized services from Deanna's Family Day Care Home five days a week before school started. In the April 2009 report month, you would report two provider FEINs for this child - one for Happy Day Care Center (along with the Type of Care and Program Code) and one for Deanna's Family Day Care Home (along with the Type of Care and Program Code). The Services Date for

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Happy Day Care would remain April 1, 2008. The Services Date for Deanna's Family Day Care Home would be April 15, 2009. Example 2: George Jones began receiving subsidized child care at Happy Day Care Center on February 15, 2009. George's last day at Happy Day Care Center was April 11, 2009, and the next day, April 12, 2009, he began receiving subsidized care at Deanna's Family Day Care Home. You would report two provider FEINs for this child in the April 2009 report month, one for Happy Day Care Center (along with the type of care and program code) and one for Deanna's Family Day Care Home (along with the type of care and program code). The Services Date for Happy Day Care would remain February 15, 2009. The Services Date for Deanna's Family Day Care Home would be April 12, 2009. In the May 2009 report month, you would only report one Provider FEIN/SSN for George, which would be Deanna's Family Day Care Home. Example 3: Ben Kim has always received subsidized child care at Happy Day Care Center under the CCTR program. On April 10, 2009, the funding for his care changed from CCTR to CMIG. During April 2009, your agency's records showed that the majority of care was provided by the CMIG contract. For the April 2009 report month, you would change the Services Date to April 10, 2009. In addition, you would list select CMIG for Program Code 1 because CMIG paid for the greatest amount of services in the month, and you would select CCTR for Program Code 2.

Example 4: For families who were served by your agency under CalWORKs Stage 3 (C3AP) in December 2010 and were determined eligible for CalWORKs Diversion services effective January 1, 2011, the January 2011 CDD-801A report would reflect changes to both the Services Date and the Program Code. For example:

Sally Smith was receiving services from your agency in CalWORKs Stage 3 (C3AP) program in December 2010 and was determined eligible for CalWORKs Diversion services effective January 1, 2011. For the December 2010 report month, there is no change in reporting this family. In the January 2011 report month, change the Services Date to January 1, 2011, and change the Program Code to C2AP to reflect the services now being received in the CalWORKs Stage 2 program.

Example 5: For families who were served by your agency under CalWORKs Stage 3 (C3AP) in December 2010, were determined eligible for CalWORKs Diversion services to begin December 2010, and were transferred to CalWORKs Stage 2 (C2AP) immediately, the December 2010 CDD-801-A report would reflect a change in the Services Date in both Program Code 1 and Program Code 2 and the January 2011 CDD-801A report would reflect a change in Program Code 1. Program Code 2 would be blank. For example:

Jenny Jones received services from your agency in CalWORKs Stage 3 in December 2010 and the determination of her eligibility for CalWORKs Diversion services was made on December 15, 2010. If your agency chose to transfer Jenny to the CalWORKs Stage 2 (C2AP) program at the time the eligibility for Diversion services was determined, the December 2010 CDD-801A report for this family would reflect a change in the Services Date to December 15, 2010. Program Code 1 and Program Code 2 should reflect services from both C2AP and C3AP (the program listed under Program Code 1 should list

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the program with the most services in that month). For the January 2011 report month, Program Code 1 should reflect C2AP as the only services Jenny received.

Example 6: For families who were served by your agency under CalWORKs Stage 2 (C2AP) in December 2010 and exhausted their 24 months of eligibility after December 31, 2011, and were determined eligible for CalWORKs Diversion services, no changes in the Program Code or Services Date are necessary. For example:

Beth Bertolluci is receiving services from your agency in CalWORKs Stage 2 (C2AP) and exhausted her 24 months of eligibility after December 31, 2010. Beth has been determined eligible for CalWORKs Diversion services, which will begin January 1, 2011. Because the program funding Beth's services did not change, no changes in the Program Code or Services Date are necessary because the family continues to receive services in the C2AP program.

Example 7: For families who were receiving CalWORKs Stage 3 (C3AP) services from another agency in December 2010, were determined eligible for CalWORKs Diversion services after December 31, 2010, and transferred to your agency in January 2011, these families would be considered new families. For example:

Leif Erickson was receiving CalWORKs Stage 3 (C3AP) services from another agency until December 31, 2010. Leif is determined eligible for CalWORKs Diversion services and comes to your agency for services under C2AP in January 2011. Leif would be considered a new family and the Family Start Date would be the first day Leif began receiving services from your agency.

Error messages and solutions

The Services Date is required. [801A File Transfer]

ProblemThe Services Date is blank.

SolutionEnter the Services Date.

Invalid Services Date. [801A File Transfer], [801A Web Input]

ProblemThe Services Date you entered is invalid or missing.

SolutionEnter a valid date.

The Services Month is required. [801A File Transfer]

ProblemNo month was selected from the dropdown list.

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SolutionSelect the month from the dropdown list (January-December).

The Services Day is required. [801A File Transfer]

ProblemNo day was selected from the dropdown list.

SolutionSelect the day from the dropdown list (1-31).

The Services Year is required. [801A File Transfer]

ProblemNo year was selected from the dropdown list.

SolutionSelect the year from the dropdown list.

The Services Date must be on or before the report month/year. [801A File Transfer], [801A Web Input]

ProblemThe Services Date is after the report month, indicating that the setting is being reported in a month that hasn’t yet started.

SolutionConfirm that you have entered the Services Date correctly.

The Services Date must be on or after the Child Start Date. [801A File Transfer], [801A Web Input]

ProblemThe Services Date entered is before the Child Start Date.

SolutionConfirm that you have entered the setting (or child) start date correctly.

FAQs about the Services Date

Question 1I don’t know the Services Date. What should I do?

Answer First, determine whether a Services Date needs to be entered or changed by examples below.

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IF YOU ARE: APPROPRIATE ACTION:

Reporting a new child for the first time

The Services Date is the date on which the child began receiving services from a specific provider. This date is found on the Notice of Action. For center-based programs, this is usually the first day the child attended the program and was eligible to be claimed against your EESD contract for reimbursement. For other programs this is usually the first day that your agency paid for care for that child.For a new family with a new child, the Family Start Date, the Child Start Date, and the Services Date will typically all be the same.

Reporting a child whose provider (the person or entity that physically provided the services) changed from the previous report month or changed during the month you are now reporting.

Change the Services Date when the Provider FEIN/SSN changed from the prior reporting month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Reporting a child whose Type of Care changed from the previous report month or changed during the month you are now reporting.

Change the Services Date when the Type of Care changed from the prior reporting month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Reporting a child whose EESD contract funding source (Program Code) changed from the previous report month or changed during the month you are now reporting.

Change the Services Date when the Program Code changed from the prior reporting month or changed during the reporting month. Use the effective date of the change as the new Services Date.

Reporting a child who changed centers or classrooms, but they are receiving services from the same provider, in the same type of care, and the same program code.

Do not change the Services Date.

Question 2

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I have a child who has changed centers during the month. Both centers are operated by the same provider but they have different zip codes. Nothing else changed for this child except the zip code of the provider. Do I change the Services Date because of the change in service location?

Answer

Yes. Because only the zip code changed for this provider, the Services Date should be changed based on the date the child began receiving services at the new location.

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CDD-801B Data Definitions

CPS Override [CDD-801B Only]

The CPS Override box is used to indicate the family is a CPS referral and allows the agency to leave the Monthly Family Income field blank.

Where to find it

On the EESD-9600 form, look at the space under Section II, “Family Eligibility and Reason for Needing Services: A. Family Eligibility Status, Protective Services” box.

Rules and guidelines

This information is necessary only for CPS-referred families in which family income is not collected. It allows the Monthly Family Income field to be blank.

Do not use the CPS Override if Monthly Family Income is known.

FAQs about the CPS Override

Question 1What if we do collect Monthly Family Income for a particular CPS case? Do we check this box?

AnswerNo. You do not have to check the box when you report income for a CPS case. However, you should still indicate CPS as the Reason for Receiving Child Development Services.

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Is the Head-of-Household Single? [CDD-801B only]

The “Is the Head-of-Household Single?” information indicates whether:

Only one person living in the household is legally and/or financially responsible for the child or children receiving child development services.

Or The family is a foster case (family of one).

Where to find it

On the EESD-9600 form, look in the box “If you are a single parent/caretaker, check this box” in the title area of Section I-A, “Family Identification.”

Special instructions for foster children: On the EESD-9600 form, confirm that the box labeled “Foster Parent” is checked under the “Relationship to Child” area of Section V, “Certification and Signature of Parent/Caretaker.”

Rules and guidelines

This information is required. There are only three choices:

Yes – Only one person is legally and/or financially responsible for the child or children receiving child development services.No – More than one person is legally and/or financially responsible for the child or children receiving child development services.Child is head-of-household – family of one per regulations – The child (or children) is (are) in foster care. This family consists of only the eligible children receiving services.

Error messages and solutions

The information for “Is the Head-of-Household Single?” is required. [801B]

ProblemNo selection has been made from the “Is the Head-of-Household Single?” dropdown list. This field must have information selected.

SolutionSelect the correct “Is the Head-of-Household Single?” information (Yes, No, or Child is head-of-household).

FAQs about Is the Head-of-Household Single?

Question 1

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The "Head-of-Household" is a foster child. How do I answer the question, "Is the Head-of-Household Single?"

AnswerSelect "Child is head-of-household – Family of one per regulations" from the dropdown box.

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Monthly Child Care Family Fee [CDD-801B only]

The Monthly Child Care Family Fee is the monthly dollar amount the family was required to pay during the report month for subsidized child development services. This fee is based on the Child Development Family Fee Schedule in effect during the report month.

Where to find it

On the EESD-9600 form, look in the space labeled "Flat Monthly Rate" in Section VI "Family Fee."

On the CDE Notice of Action (CD-7617 form), look in the space labeled "Monthly Family Fee.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and guidelines

This information is required. The maximum length of this field is four numbers. Enter numbers only; do not enter a dollar sign ($) or decimal point. Enter whole dollars only. Do not enter cents. This fee must be zero (0) if the family income is less than 40 percent of the state median

income level. The monthly child care family fee should not exceed the full-time fee for the family size and

income provided. If the family paid another agency for child care services during the month and as a result

their fee to your agency was reduced to zero (0), see instructions for “Reduced Fee.”

Error messages and solutions

A valid Monthly Child Care Family Fee must contain only whole numbers. [801B]

ProblemYou have entered a Monthly Child Care Family Fee that contains symbols, letters, or has not been rounded to the nearest whole dollar. A valid Monthly Family Child Care Fee contains only whole numbers. The system will not save entries that contain letters, symbols, or decimal points.

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SolutionConfirm that you have entered the Monthly Child Care Family Fee correctly (whole number with no decimal point or dollar sign).

The Monthly Child Care Family Fee is required. [801B]

ProblemThe Monthly Child Care Family Fee is required. This field must have information even if the family does not pay a fee. If the family does not pay a fee, enter a zero (0).

SolutionEnter the Monthly Child Care Family Fee.

The Monthly Family Income is below 40 percent of the state median income. The Monthly Child Care Fee for this family should be zero (0). [801B]

ProblemFamilies who have a family income less than 40 percent of the state median income, based on their family size, do not pay a fee. These are families whose income is less than the top row of the Fee Schedule.

SolutionConfirm the family income is less than 40 percent of the state median income.Confirm that the Monthly Child Care Fee is zero (0).

Family Fee cannot exceed the full time monthly fee on the family fee schedule for the family size and income provided. [801B Input/Edit only]

ProblemThe Monthly Child Care Family Fee you entered is too high. It exceeds the full-time fee for this family based on the family size and monthly family income provided.

SolutionConfirm that you have entered the correct amount.Confirm that you have entered the Family Size correctly.Confirm that you have entered the Monthly Family Income correctly.

The “Monthly Child Care Family Fee” cannot be zero unless the “Reduced Fee” box is checked to indicate the family’s fee was reduced because they paid an amount to another agency for child care services this month, or the “Reason for Receiving Child Development Services” is “A – Child Protective Services.” [801B]

ProblemYou entered zero (0) for the “Monthly Child Care Family Fee.” Based on the family size and income provided, a fee was required unless the “Reason for Receiving Child Development Services” is “A – Child Protective Services,” or that family paid another agency an amount at least equal to what the required family fee would have been in the report month.

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SolutionConfirm that you have entered the Monthly Child Care Fee correctly.Confirm that the “Reduced Fee” box has been checked if appropriate.

FAQs about the Monthly Child Care Family Fee

Question 1If there is a family co-pay, should I include it when I enter the Monthly Child Care Family Fee?

Answer No.

Question 2One family in the agency was supposed to pay $100 for the report month, but the family paid the agency only $45. What amount do I enter?

Answer If the required family fee was $100, then you should enter $100 into the system. You must report the required family fee, whether or not it was actually paid.

Question 3The family fee is "0." Should I leave the space blank or enter a "0"?

AnswerYou must enter a "0."

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Reduced Fee [CDD-801B only]

The Reduced Fee check box is used to indicate that the family paid a reduced fee during the month. It allows the agency to enter less than what the required monthly fee would have been for this family because the family paid another agency for child care services during the month, and therefore their family fee was reduced by the amount paid to the other agency.

Where to find it

Your agency should have a receipt in the family file if the family paid another agency for child care services in the month.

Rules and guidelines

This information is necessary only for families whose fee was reduced by your agency because the family paid another agency for child care services in the month.

Do not use the Reduced Fee checkbox if the family paid the full family fee.

FAQs about the Reduced Fee

Question 1What if we do collect the full family fee from the family? Do we check this box?

AnswerNo. You do not have to check the box if the family paid the full family fee calculated based on the Family Fee Schedule.

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Month and Year Child Care Assistance Began [CDD-801B only]

The Month and Year Child Care Assistance Began is the month and year in which the family began receiving subsidized child development services through your agency.

Where to find it

Information for this field is obtained from the Family Start Date that you provided in the CDD-801A report for this family. You will not need to enter or change it unless it is incorrect.

Rules and guidelines

If the information provided on the CDD-801B screen is correct, no action is necessary. If the information is incorrect, make the necessary correction. You will also need to make

the same correction to the corresponding CDD-801A for this family.

Error messages and solutions

Both the Month and Year are required for “Month and Year Child Care Assistance Began.” [801B]

ProblemThe Month and/or Year have not been selected from the dropdown list. Both fields must have information selected.

SolutionSelect the Month and /or Year Child Care Assistance Began for this family.

The “Month and Year Child Care Assistance Began” cannot be after the report month. [801B]

ProblemThe Month and Year Child Care Assistance Began is after the report month.

SolutionConfirm that you have entered information correctly for Month and Year Child Care Assistance Began.

FAQs about the Month and Year Child Care Assistance Began

Question 1The Month and Year Child Care Assistance Began is incorrect. What should I do?

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Answer Check the “Initial Subsidized Service Date” on the EESD-9600 for this family. Check your attendance records to determine the correct date. If changes are needed, correct the information on the CDD-801B report and also remember to correct the family information on the corresponding CDD-801A report.

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Family Income Sources [CDD-801B only]

The Family Income Sources describe the source(s) of the family income whether or not they were used to determine eligibility. Exception: If this is a Child Protective Services case and income was not used to determine eligibility, select “No” as the response to all six of the listed income sources.

Note: The Family Income Sources listed here, together with the response to “TANF/CalWORKs Cash Aid Recipient,” will capture all income sources for the family.

Where to find it

On the EESD-9600 form, look in box B, “Family Income Sources” in Section III, “Family Adjusted Gross Monthly Income and Size.”

Rules and guidelines

This information is required for each income source listed. There are six income sources:

A. EmploymentB. State-only alien and two-parent programs for CalWORKs recipientsC. Housing voucherD. Food stampsE. Other federal cash assistance (e.g., SSI, Social Security)F. Other income source Note: Include child support payments in this category.

Note: Do not include federal TANF/CalWORKs cash assistance here since this already was entered under a different question.

For each of these sources, there are only three choices:

Yes – The family received income from this source.No – The family did not receive any income from this source.Unavailable – This choice is only available if this is a CPS case where income was not used to determine eligibility.

Error messages and solutions

The Family Income Sources are required. (Yes, No, or Unavailable for each source) [801B]

ProblemAt least one Family Income Source has not had a response (Yes, No, or Unavailable) selected from the dropdown list. This field must have information.

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SolutionFor each Family Income Source, select a response (Yes, No, or Unavailable).

“Monthly Family Income” must be zero because countable income has not been identified. [801B]

ProblemThe Monthly Family Income is more than $0, but you have not identified any income sources for the family.

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have answered the income sources questions correctly.

“Monthly Family Income” cannot be zero because countable income has been identified. [801B]

ProblemThe Monthly Family Income is zero (0), but you have indicated that the family receives income from at least one Family Income Source.

SolutionConfirm that you have entered the Monthly Family Income correctly.Confirm that you have entered the Family Income Source(s) correctly.

Family Income Sources cannot be “Unavailable” unless “Reason for Receiving Child Development Services” is “A – Child Protective Services.” [801B]

ProblemOne or more of the “Family Income Sources” has been answered “Unavailable” but the “Reason for Receiving Child Development Services” is not “A – Child Protective Services.”

SolutionConfirm that your answer for “Reason for Receiving Child Development Services” is correct.Confirm that you have answered all “Family Income Sources” correctly.

FAQs about the Family Income Sources

Question 1Our agency provides services to a family whose mother is in training, and she receives child support from a previous marriage and the current husband is working. Which family income source do I enter?

Answer

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You would enter all income sources: "yes" for "employment" and "yes" for "other income sources."

Provider Address [CDD-801B only]

Description

The Provider Address is the actual street address where child care services were provided.

Where to Find It

This information should be in the family file.

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information that reflects the child care provider's current street address.

Rules and Guidelines

This information is required. The street address is new information being collected effective with the October 2013 CDD-

801B report. Post Office Box information is not allowed. The address must be the physical street address (i.e., 123 Short Street, 84113 North Green

Avenue, etc.). Do not abbreviate any part of the street name. If a child received services from the same provider but at more than one address during the

month, report two providers for this child so both addresses can be reported.

Error Messages and Solutions

The Provider Address is required. [801B]

Problem

The Provider Address field is blank. This field must have information.

Solution

Enter the provider's street address.

The Provider Address is not valid. [801B]

Problem

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You have entered unacceptable information for the Provider Address.

Solution

Confirm that you have not entered any form of a Post Office Box and the provider address is at least 10 characters long.

FAQs about the Provider Address

Question 1

I am trying to enter a Provider Address, but the system is giving me the error "The Provider Address is not valid" and I cannot save the information. What do I do?

Answer

Our system requires the physical street address for each child's child care provider. Confirm you have entered the actual street address of the site or home where the child care services were provided during the report month.

Question 2

Our agency operates several sites. We have a child who received services at one of our sites during the first part of the month, but transferred to a different site during the last part of the month. How do we report this?

Answer

For children receiving services at two different centers operated by the same provider, you would report two providers for this child. All the provider information would be the same except each would reflect a different street address (and possibly a different zip code).

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Provider City (CDD-801B only)

The Provider City is the city associated with the street address where child care services were provided.

Where to Find It

This information should be in the family file.

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information that reflects the child care provider's city.

Rules and Guidelines

This information is required. Do not abbreviate any part of the city name.

Error Messages and Solutions

The Provider City is required

ProblemThe Provider City field is blank. This field must have information.

SolutionEnter the provider's city.

Provider City does not exist in the Zip Code provided. [801B]

ProblemYou have entered a city name that is not associated with the Provider Zip Code.

SolutionConfirm the spelling of the city name.Confirm the zip code and city name by looking up the provider's address on the United States Postal Service Web site using the "Look up a Zip Code" tool.

FAQs about the Provider City

Question

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Our agency operates several sites. We have a child who received services at one of our sites during the first part of the month, but transferred to a different site during the last part of the month. How do we report this?

AnswerFor children receiving services at two different centers operated by the same provider, you would report two providers for this child. All the provider information would be the same except each would reflect a different city (and possibly a different zip code).

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State Subsidized Monthly Payment for This Child Care [CDD-801B only]

For CalWORKs Stage 2 and Stage 3 (C2AP and C3AP), Alternative Payment (CAPP), Migrant Alternative Payment (CMAP), and Family Child Care Home Education Networks (CFCC) contracts, the State Subsidized Monthly Payment for This Child Care is the amount the provider is paid for child development services provided in the report month.

For General Child Care and Development (CCTR), Handicapped (CHAN), Migrant (CMIG), and California State Preschool Program (CSPP) contracts, the State Subsidized Monthly Payment for This Child Care is the amount claimed (i.e., the amount reimbursed under your CDE contract) from CDE for child development services provided in the report month. This amount includes any adjustments applicable to this child (e.g., for infants, exceptional needs, severely disabled, etc.). This amount does not include the family fee or administrative costs.

Where to find it

For C2AP, C3AP, CAPP, CMAP, and CFCC contracts, provider payment information is typically found in the agency’s payment records for the report month. Each agency has its own method of keeping this information. Check with the person in your agency who is responsible for issuing payments to providers. See examples for C2AP, C3AP, CAPP, CMAP, and CFCC contracts below. Choose the example depending on whether there is a family fee and if so, how it is collected by the contractor.

For CCTR, CHAN, CMIG, and CSPP contracts, the amount claimed is dependent upon any adjustment factors that may be applicable to this particular child in this particular report period. Typically, the agency’s attendance records will indicate how the Standard Reimbursement Rate being claimed has been adjusted either for time-base (half-time, three-quarter time, full-time, or full-time plus) and/or for unique characteristics of the child (infant, severely disabled, limited and non-English proficient, etc.). It is possible for adjustment factors to vary from month to month for a given child, or even within a single month. Check with the person in your agency who is responsible for attendance reporting and for submitting the Attendance and Fiscal Reports to identify the correct information for this particular child and report period. See examples for CCTR, CHAN, CMIG, and CSPP contracts below.

Rules and guidelines

This information is required. Enter only numbers; do not enter a dollar sign ($) or decimal point. Zero is not acceptable since this would indicate that no subsidy was paid for the services

provided in the report month. Round to the nearest whole dollar. Do not enter cents. Amounts for C2AP, C3AP, CAPP, CMAP, and CFCC contracts services must be

consistent with the Regional Market Rates ceilings in effect for the report month.

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Amounts for CCTR, CHAN, CMIG, and CSPP contracts services must be consistent with the contractor’s Standard Reimbursement Rate in effect for the report month.

For C2AP, C3AP, CAPP, CMAP, and CFCC contracts: Enter the total dollar amount that the provider was authorized for services provided to the child in the report month. This amount will include the family fee if the parent paid it directly to the provider and it was kept by the provider.

Example 1- Family Fee Collected by Contractor: The provider’s charge for child care is $200 for the report month. The family fee is $15 and is collected by the contractor. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.

Example 2 – Family Fee Collected and Kept by Provider: The provider’s charge for child care is $200 for the report month. The family fee is $15. The $15 family fee is paid by the parent directly to the provider and kept by the provider. The contractor reimburses the provider $185. The State Subsidized Monthly Payment for This Child Care is $200. Because the family pays the family fee to the provider directly (and it is kept by the provider), the amount reported is still $200 because the contractor is reimbursing the provider the balance remaining for that child’s care.

Example 3 – Family Fee Collected by Provider and Submitted to Contractor: The provider’s charge for child care is $200 for the report month. The family fee is $15. The $15 family fee is paid by the parent directly to the provider, who then turns it over to the contractor. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.

Example 4 – No Family Fee: The provider’s charge for child care is $200 for the report month. The family does not pay a family fee because of their family size and income. The contractor reimburses the provider $200 for the cost of care. The State Subsidized Monthly Payment for This Child Care is $200.

For CCTR, CHAN, CMIG, and CSPP contracts: Enter the dollar amount reimbursed from the CDE for the child in the report month. Include any adjustments, such as for infants, toddlers, or any other adjustment factors applicable to this particular child. Do not include administrative costs as they are claimed separately on the Administrative Costs line item of the Attendance and Fiscal Reports. Do not include (do not add it to the total and do not subtract it from the total) the family fee or family co-payment in the calculation of this amount. 

The EESD has provided the Cost Calculator as a tool to assist you in calculating the State Subsidized Monthly Payment. The calculator is located at the bottom of the CDD-801B report. Below are instructions on how to calculate the State Subsidized Monthly Payment (Cost of Care) using the Cost Calculator tool.

1. Click the button “Cost Calculator 801B State Subsidized Cost of Care.” The CDD-801B State Subsidized Cost of Care calculator screen will open in a new window.

2. Select the Program Code in which the child is receiving services3. Select the Fiscal Form. For CSPP, it would be the forms containing 8501 in the form

name. For CCTR and CMIG programs, it would be the forms with 9500 in the form name.

4. Next select the Adjustment Category.5. Next select the number of days the child attended in the sample month.

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6. Next enter your agency’s Administrative Cost Percentage. Enter 0% up to 15%. (0, 1, 2, 3, 4, etc., up to 15)

7. Finally, click the “Calculate” button to get the result. Enter the result in the CDD-801B report as the response to the question “State Subsidized Monthly Payment.”

To start a new calculation, click the “Clear” button.Below are examples of how to manually calculate the cost of care.

Example 1: The contractor's daily rate for their CCTR contract is $38.29. They served a six-year-old child for 22 days in the report month. The contractor claims 15 percent administrative costs. The adjustment factor for a child three years and older receiving full-time care in CCTR is 1.0. The adjusted cost is $716.02 ($38.29 per day x 85% (100% - 15% administrative cost) x 1.0 x 22 days). This amount is rounded to the nearest dollar. The total reported amount is $716.

Example 2: The contractor's daily rate for their CCTR contract is $38.29. They served a toddler for 22 days in the report month. The contractor claims 15 percent administrative costs. The adjustment factor for a full-time toddler in the CCTR program is 1.4. The adjusted cost is $1,002.43 ($38.29 per day x 85% x 1.4 x 22 days). This amount is rounded to the nearest dollar. The total reported amount is $1002.

Example 3: The contractor's daily rate for their CSPP contract is $38.53. They served a three-year-old child for 15 days in the report month. For 10 days in the month, the child received full-time care. The adjustment factor for three or four year old receiving full-time care in CSPP is 1.0. The adjusted cost is $327.51 ($38.53/day x 85% x 1.0 x 10 days). For five days in the month, the child received half-time care. The adjustment factor for three and four year olds in half-time care is 0.6195. The adjusted cost is 101.45 ($38.53 x 85% x 0.6195 x 5 days). The total reported amount rounded to the nearest whole dollar ($327.51 + $101.45) is $429.

Error messages and solutions

The “State Subsidized Monthly Payment for This Child Care” is required. [801B]

ProblemThe “State Subsidized Monthly Payment for This Child Care” information is blank under the Program Code listed in the error message.

SolutionEnter the “State Subsidized Monthly Payment for This Child Care” for the listed Program Code in whole dollars without decimal points. Refer to the examples above for help in calculating this amount. If this provider did not provide subsidized services to the child during the report month, exclude this Type of Care from the CDD-801B report.

The “State Subsidized Monthly Payment for This Child Care” can contain only whole numbers. [801B]

Problem

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The “State Subsidized Monthly Payment for This Child Care” under the Program Code listed in the error message has a decimal point. This payment should be rounded to the nearest whole dollar. The system will not save entries with both dollars and cents provided.

SolutionConfirm that you have entered the “State Subsidized Monthly Payment for This Child Care” correctly with only whole dollar amounts listed.

The “State Subsidized Monthly Payment for This Child Care” must be greater than zero. [801B]

ProblemYou have entered zero under the “State Subsidized Monthly Payment for This Child Care.”

SolutionThe amount entered for “State Subsidized Monthly Payment for This Child Care” cannot be zero because that would indicate no services were provided to this child by this provider. Verify the amount using the examples provided under “Rules and guidelines” and correct the information.

The “State Subsidized Monthly Payment for This Child Care” cannot be less than the minimum hourly rate available based on the “Total Hours of Care.” [801B]

ProblemThe total cost of care in the “State Subsidized Monthly Payment for This Child Care” field(s) for the listed child is less the minimum hourly cost of care for subsidized child care.

SolutionConfirm that you have entered the “State Subsidized Monthly Payment for This Child Care” correctly. Use the examples provided above to help you calculate the amount and/or double check your records for this child’s care.

The “State Subsidized Monthly Payment for This Child Care” exceeds the maximum hourly rate available based on the “Total Hours of Care.” [801B]

ProblemThe total cost of care in the “State Subsidized Monthly Payment for This Child Care” field(s) for the listed child is more than the maximum hourly cost of care available for subsidized child care.

SolutionConfirm that you have entered the “State Subsidized Monthly Payment for This Child Care” correctly. Use the examples provided above to help you calculate the amount and/or double check your records for this child’s care.

FAQs about the State Subsidized Monthly Payment for This Child Care

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Question 1We have a child who received subsidized care for the month listed, but the provider never billed us. How should I answer this question?

Answer Enter the estimated payment that was authorized (based on the examples provided above) for the report month and year that would be paid to the provider when the bill is received.

Question 2We have a child who was enrolled and therefore listed on the CDD-801A report but never received child care for the report month because the parent was not able to find a provider. What should we do?

AnswerIf that child did not actually receive child care for the report month, then you must exclude the child. Select "Child did not receive child care in report month" from the list, then click the "Exclude" button. If this is the only child receiving care in the family, you must exclude the family, not the child.

Question 3In my center-based program, I don’t understand what the adjustment factors are or where to find them.

AnswerAdjustment factors are applied on a child-by-child basis in accordance with regulations. A child may have no adjustment factors applied or may have one adjustment factor depending on their characteristics as certified on the EESD-9600 form as well as the number of hours per day they are receiving service. A child may also have more than one adjustment factor in a report period if their hours of service were not the same each day during the report month. You will need to consult with the person in your agency responsible for preparing the Attendance and Fiscal Reports in order to determine whether any adjustment factors should be applied for this particular child in this particular month.

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Total Hours of Care This Month [CDD-801B only]

The Total Hours of Care This Month is the total number of hours of child care for which payment was required for this Type of Care for the specified contract (Program Code) during the report month.

Where to find it

On the EESD-9600 form, look in box 10, “Hours of Care per Day” in Section IV, “Data on Children.”

Important: The EESD-9600 form records the weekly hours of child care. To calculate the monthly hours for a child receiving care based on certified hours or a child who has the same schedule each week, multiplying the weekly hours by 4.33; round the result to the nearest whole number.

Or

On the CDE Notice of Action (CD-7617 form), look in the box “Enter Approved Hours of Enrollment” in Section 4, “Approved Child Care Services.” Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file and the hours of care have changed, enter the updated information.

Important: The CD-7617 form records the weekly hours of child care. To calculate the monthly hours for a child receiving care based on certified hours or a child who has the same schedule each week, multiplying the weekly hours by 4.33; round the result to the nearest whole number.

Example of calculating monthly hours: Pat is in child care at the LMN Day Care Center for 30 hours each week. Pat’s total monthly hours are 129.90 (30 hours x 4.33). This amount is rounded to the nearest hour. The total reported amount is 130.

Rules and guidelines

This information is required. Important: Enter the hours of care for the reporting month; do not enter weekly hours. This total is not hours of enrollment if no payment was required. (For example, if the

family was newly enrolled, but the child was not yet attending child care, the hours would be zero and this child care would be excluded from the CDD-801B report.)

Round to the nearest hour. Do not enter partial hours or minutes.

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The hours of care must be greater than zero. If there are no hours for this child’s services, the information must be excluded. See the CDD-801B Step-by-Step Instructions for information on how to exclude a family, child, or type of care from a report.

Count all hours during the month, including those where the child did not attend, but were excused and therefore reimbursable under the contract's funding terms and conditions.

To calculate the hours of care we define a variable schedule as Actual Clock Hours. Examples of this could be a timesheet or a sign-in sign-out sheet. We define a regular schedule based on certified hours of need as Authorized Clock Hours. An example could be contracted hours or approved hours.

Error messages and solutions

The Total Hours of Care This Month is required. [801B]

ProblemThe Total Hours of Care This Month is blank.

SolutionEnter the Total Hours of Care This Month.

The Total Hours of Care This Month must be greater than zero. [801B]

ProblemThe Total Hours of Care This Month entered is zero.

SolutionEnter the Total Hours of Care This Month.

The Total Hours of Care This Month can contain only whole numbers. [801B]

ProblemThe Total Hours of Care This Month for the Program Code has a decimal point or letters. The number of hours should be rounded to the nearest whole hour.

SolutionConfirm that you have entered the Total Hours of Care This Month rounded to the nearest whole hour.

The Total Hours of Care This Month for [child’s name] exceeds the maximum hours a child can receive in a month. [801B]

ProblemThe hours of care for this child’s care is more than 713 hours (23 hours a day x 31 days in the month), which exceeds the maximum number of hours of care a child can receive in a month.

SolutionReview the child’s file to determine the correct hours of care for this child’s care and enter the corrected amount.

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The Total Hours of Care This Month for [child’s name] exceeds the maximum hours a child can receive in a month for all types of care listed. [801B]

ProblemMore than one provider is listed for this child and the total hours of care from these providers adds up to more than 713 hours (23 hours a day x 31 days in the month), which exceeds the maximum number of hours of care a child can receive in a month.

SolutionReview the child’s file to determine the correct hours of care for this child’s care and enter the corrected amount.

FAQs about the Total Hours of Care This Month

Question 1I have a child who is enrolled for 75 hours per month, but for this particular month, was only here for eight (8) hours on one day. Should I enter 75 hours or 8 hours for total hours of care?

AnswerWe want the hours of care that the state reimbursed or was required to reimburse (if payment has not yet been made) for that child's care for the report month. For center-based contractors, if during this specific month the child’s schedule was different and only 8 hours was reimbursed, then the answer is 8. If it was an AP situation and the actual billed hours from the provider were 8, then enter 8. Or it could be an AP situation where your agency was required to pay the provider for 75 hours. In that case, enter 75 hours.

Question 2I have a child who is enrolled for 180 hours per month, but for this particular month, did not receive any services at all. Should I report them or exclude them from the report?

AnswerIf the child did not receive any services in the sampled month, they must be excluded from the report. If this is the only child listed for the family, you must exclude the family from the report. If there are other children listed for this family who did receive services that month, you need to exclude only the one child.

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Appendix E: Software VendorsFor your convenience, the California Department of Education is providing information about vendors who have expressed interest in working with child development agencies on the electronic reporting of CDD-801A monthly reports.

Overview

The vendors listed on this page have expressed interest in working with child development agencies on the electronic reporting of CDD-801A, Monthly Population Information reports.

California Department of Education (CDE) does not endorse any vendors or their products.  CDE is providing this list of vendors for the convenience of child development agencies.  Agencies should thoroughly check out the vendors' products and references before purchase.

Vendor Listing (in alphabetical order)

Vendor: ChildCare App http://www.softcaresystems.com/

Product: ChildCare 4.0

Contact (e-mail):

[email protected]

Contact (phone):

Ben Choate 707-280-9144

Contact (mail): Ben Choate 40 Ramble Creek DriveCotati, CA 94931

Reference #1: City College of San FranciscoMs. K. White415-239-3891

Reference #2: Childs-Pace Foundation John Levere 949-548-8849

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Vendor: ChildPlus Software 

http://www.childplus.com/

Product: ChildPlus.net - Head Start Management Tracking

Contact (e-mail):

[email protected]

Contact (phone):

Stacy Barrett 800-888-6674

Contact (mail): ChildPlus SoftwareTwo Ravinia Drive, Suite 1300Atlanta, GA 30346

Reference #1: Orange County Head StartColleen Versteeg2900 South Harbor BlvdSanta Ana, CA 92704 [email protected]

Reference #2: SETA Head Start Denise Lee925 Del Paso Blvd, Suite 200Sacramento, CA 95815916-263-3916 [email protected]

Vendor: Controltec, Inc. 

http://www.controltec.com/site/

Product: KinderTrack CenterTrack KinderWaitKinderConnectKinderScanKinderSignKinderSmart

Contact (e- [email protected]

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mail):

Contact (phone):

Norbert Haupt President 760-975-9750, ext. 105

Contact (mail): Controltec, Inc. 613 W. Valley Parkway, Suite 345 Escondido, CA 92025

Reference #1: Jack HinojosaAssociate Executive Director Child Development Resources of Ventura County, Inc. 221 Ventura Blvd Oxnard, CA 93036Phone: 805-485-7878, ext. [email protected]

Reference #2: Claire EalyDirector, IT Software Project ManagementInformation Technology DivisionLos Angeles Unified School District333 S. Beaudry Avenue, 11th Floor #223-04Los Angeles, CA 90017Phone: 213-241-1140Cell: 213-220-3978

Vendor: COPA/Nulinx International, Inc. 

http://mycopa.com/

Product: COPA - Child, Family, Staff, and Resource data management softwareCOPAorg - Organizational tool for monitoring, self-assessment, audit, site visits, and action plan trackingCOPAnet - Intranet/Extranet system providing communication and collaboration tools

Contact (e-mail):

[email protected]

Contact (phone):

Hamid KelishadiPresident

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818-304-0110

Contact (mail): COPA/Nulinx International, Inc. 15250 Ventura Blvd, Suite 805 Sherman Oaks, CA 91403

Reference #1: Ed Lerman County of Contra Costa2425 Bisso Lane, Suite 160 Concord, CA 94520 [email protected]

Reference #2: Debbie Goodwin Stanislaus County Office of Education1100 H StreetModesto, CA [email protected]

Vendor: Core Solutions, Inc. 

http://www.coresolutionsinc.com/

Product: Care Enterprise (product suite):

WebCare (Electronic Behavioral Health Record System for providers

WebCE (EBHR mobility module for field based provider staff)

WebDocPoint (secure document scanning module system wide)

WebReports (reports library and report generator)

WebKiosk (EBHR delivered via Kiosk solution)

WebPayor (EBHR for payers - private and government)

Contact (e-mail):

[email protected]

Contact JE Gariano - Government POC

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(phone): 610-687-6080 Ext. 116

Contact (mail): Core Solutions, Inc.985 Old Eagle School Road, #514 Wayne, PA 19087

Reference #1: Northern Home for Children http://www.northernhome.org/ 5301 Ridge AvenuePhiladelphia, PA 19128215-428-1423Tracey Lavallias – CEO

Reference #2: Association for Individual Development309 West New Indian Trail DriveAurora, IL 60506630-844-5040Raj Mandrelle - VP

Vendor: Laurie Seaborn Consulting

Product: Custom Microsoft Access Database - Preschool, CDC, PACE, CCFP

Contact (e-mail):

[email protected]

Contact (phone):

Laurie Seaborn 559-439-5466

Contact (mail): Laurie Seaborn Consulting 1413 E. Fremont Avenue Fresno, CA 93710

Reference #1: Fresno Unified School District Delores O'Neal, Preschool Coordinator 2309 Tulare Street Fresno, CA 93721 559-457-3685

Reference #2: Fresno Unified School District Ruth Long, Child Development Center Coordinator 2309 Tulare Street Fresno, CA 93721 

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559-457-3681

Vendor: MCT Technology, Inc. 

http://mcttechnology.com/

Product: CareControl (Childcare Management software)CareAttendance (Childcare Attendance Capture software)

Contact (e-mail):

[email protected]

Contact (phone):

Ziliang Tan VP - Business Development 951-712-9784 or 888-714-5308 (toll free)

Contact (mail): 2241 Calle TaxcoWest Covina, CA 91792

Reference #1: City of Norwalk - Childcare DivisionGabriel Regalado562-462-1713

Reference #2: City of Santa Fe Springs - Childcare DivisionJudi Smith562-944-6419

Vendor: NoHo Software 

http://www.nohosoftware.com/

Product: NoHo CARENoHo E-ListNoHo R&RNoHo Provider and Family PortalsNoHo Touch Screen AttendanceNoHo Pro-Dev + QRIS System

Contact (e-mail):

[email protected]

Contact (phone):

Grant Rosove 818-814-6646 office818-921-7044 main

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Contact (mail): NoHo Software18757 Burbank Blvd., Suite 210Tarzana, CA 91356

Reference #1: Roxana LesnerChild Care Resource CenterChatsworth, CA818-717-1057

Reference #2: Davida Pugh Bananas, Inc.Oakland, CA 510-658-7353, ext. 190

Information for Vendors

If you are a software vendor and are interested in contracting with local child development agencies to provide reporting services and you would like to have your company information posted at this Web site, please notify us at: [email protected].

You must provide us with the following information:

Company name

Product name (if applicable)

Contact information (name, e-mail, phone number and address)

Two references (company/organization name, contact name and title, and phone number)

CDE does not endorse any vendors or their products.

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