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Edit Program Director Information


Overview

Use 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.

Program Directors
Change Program Director Information
Delete a Program Director
Add a New Program Director
Contracts and Assigned Program Directors
Change a Contract's Assigned Program Director
Error Messages and Solutions
FAQs about Edit Program Director Information

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

Program Directors

The 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:

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 Information

In this section, you see a grid containing two columns of information. They are:

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:
    • A message appears just below the list of Program Directors that says “Your changes have been submitted."
    • The “Status” column in the Program Directors list displays “Edited – Pending.”
    • 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.
    • 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.

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 Director

The "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:
    • A message appears just below the list of Program Directors that says “Your changes have been submitted."
    • "Deleted - Pending” in the Status column for the program director you've deleted.
    • The "Delete" and "Edit" buttons for this program director are no longer displayed.
    • 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 help page or call CDMIS staff at the number found at the bottom of this page.

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 Director
  1. 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.
    • A message appears just below the list of Program Directors that says “Your changes have been submitted
    • “New - Pending” in the Status column for the program director you've added.
    • The "Edit" button is displayed and you can make additional changes while the add program director request is still pending.
    • 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.

Contracts and Assigned Program Directors

Under 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:

Change a Contract’s Assigned Program Director
  1. 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:
    • A message appears just below the Contracts and Assigned Program Directors grid that says “Your changes have been submitted.
    • 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 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 Solutions

A 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.

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.

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 Information

Question 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.

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.

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