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Add/Edit Sites or Offices


Overview

The 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."

How to Add a Site or Office
How to Update Existing Sites or Offices
Additional Requirements for Sites
How to Cancel a Pending Add, Update, or Delete for a Contract Associated with a Site or Office
How to Cancel a Pending Add, Update, or Delete for a License Associated with a Site
How to Delete a Site or Office
Age Group Definitions
Error Messages and Solutions
FAQs about Add/Edit Sites or Offices

Required Information

SITE: 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:

For each site, you must provide:

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:

For each office, you must provide:

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 Office

  1. Select the "Add a New Site or Office" button.
    Note: In order to provide you with the correct screens to enter your information, 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"
  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.

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How to Add, Update, or Delete Information for Existing Sites or Offices

This 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 Information
  1. 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 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 Office
  1. 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.
    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" Section
  1. 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 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" Section

You 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" Section

If 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. To cancel all changes, follow the instructions in How to Cancel Pending Changes for a Site or Office.

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Additional Requirements for Sites

Sites 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 license
  1. 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 information
  1. 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 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 license

You 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 Site

If 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. Follow the steps described in How to Cancel Pending Changes for a Site or Office.

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"
  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.

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Age Group Descriptions

The 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.

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.

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 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.

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FAQs about Add/Edit Sites or Offices

Question 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 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.

Question 4

My agency has a CSPP contract. We have several sites where we provide PreKindergarten and Family Literacy Program (PKFLP) related services and several sites we don't provide these services. We recently opened a new site and have received written approval from EESD to provide PKFLP services at this site. How do we indicate this new site is providing these services?

Answer: When you add your new site, you will be required to also add the contract(s) providing services to children at that site. When you select the CSPP contract to add, in addition to the number of children served by age group you expect to serve on a regular basis, you need to change the PKFLP question to "Yes" which indicates the site has been pre-approved by EESD to provide PKFLP services.

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