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CDD-801B Step-by-Step Instructions


Instructions for completing the CDD-801B

What you need to complete the requested information
Overview of the CDD-801B reporting requirements
How to find the families for which your agency must report
How to complete the CDD-801B report
How to save information
How to exclude a family from reporting
How to exclude or delete a child from reporting
How to exclude or delete a type of child care from reporting
How to determine if the report is complete

What you need to complete the requested information

You will need the notification letter from California Department of Education (CDE) that contains the number of families in your sample and months where you will find them.

Refer to the Data Definitions available on the Child Development Management Information System (CDMIS) Web site for additional details.

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

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

Overview of the CDD-801B reporting requirements

You must provide complete information about every sampled family listed on the CDMIS Web site. You must provide three types of information about each family:

Important: All information is for the report month and year indicated on the notification letter, 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 report

Follow 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.
  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 your notification letter has more than one month and year.]
    Repeat steps 2 and 3 for each month and year listed in your notification letter.
    Result: You have one or more lists of families for which your agency must report.
How to complete the CDD-801B report

The 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:

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 each item. Do not leave any blanks (other than the optional information listed above).

    Need help? Click on the underlined element name to see the element definitions and instructions.

  3. Click the Save button at the bottom of the screen.

    Result: The Edit CDD-801B Family screen is displayed again. If there are errors in the data, error messages are displayed at the top of the screen and also below the item or section where the error is located.

  4. Read the error messages (in red) that appear on the screen.
  5. Add or change the information to make corrections.
    If you need to collect additional information, you can exit the screen in two ways:
    • click the Log Out link on the top right corner of the screen
    or
    • click the Return to Summary Screen button at the bottom of the screen.
    Remember, incorrect information will not be saved.
  6. Click the Save button at the bottom of the screen.
  7. Repeat Steps 3 – 5 until you have no more errors.
  8. Click the Return to Family Summary screen button at the bottom of the screen.

    Result: The Family Summary screen is displayed.

    If you have more than one family listed on the Family Summary screen, repeat all these steps until you have completed all the families listed.

  9. Make sure each family is complete. The family is complete if either of the descriptions below is true:

    • "YES" appears under the Completed column next to the Family name indicating all information was provided and the family is complete.
    • "NO" appears under the Completed column next to the Family and "YES" appears under the Excluded column next to the Family, Child, and/or Type of Care. This also indicates the information is complete because it is not required to complete information for an excluded family.
How to save information
Click 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 family

If you need to exclude a family that did not receive EESD-subsidized services (see Program Codes in the 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 child

Before excluding or deleting a child, make sure all the other information for the family and remaining children is correct and no errors exist, otherwise when you exclude the child, any partial information you have entered will be lost.

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 "Include" now appears above that child's information. This appears in the event you find you excluded the child in error and need to include them in the report again. If you excluded a child in error, just click the "Include" 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, 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.

How to exclude or delete a provider/type of child care

Before excluding or deleting a provider/type of child care, make sure all the other information for the family and remaining children is correct and no errors exist, otherwise when you exclude the provider/type of child care, any partial information you have entered will be lost.

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 "Include" 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 "Include" button and the page will reload and the information for that provider/type of child care can be added.

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 complete

After 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 the family from the report, "YES" should 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.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
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