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Child Care Reporting--Family Identification


Family Identification/Case Number (FICN)

Description

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 CD-9600 form, look in the space labeled "Family Identification/Case No:" in the upper right hand corner of the first page.

Rules and Guidelines

Error Messages and Solutions

Either the Family Identification/Case Number (FICN) or the Head-of-Household Social Security Number is required. [801A File Transfer], [801A Web Input], [801B]
Problem

Both the FICN and the SSN fields for this family are blank. One (or both) of these fields must have information.

Solution

Enter a FICN or a Head-of-Household SSN (or both). If this is a foster care case, enter only the FICN.

A duplicate Family Identification/Case Number (FICN) already exists for this report month/year. [801A File Transfer], [801A Web Input]
or
The Family Identification/Case Number (FICN) already exists for this report month. [801B]
Problem

For 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 period.

Solution

For 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 for 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.

A duplicate Family Identification/Case Number (FICN) already exists for this report month/year in another sub-agency. [801A File Transfer], [801A Web Input]
Problem

A family with this FICN has already been reported by your agency in a different sub-agency.

Solution

Confirm that you have entered the FICN correctly for this family.

Confirm that you have not already reported the family in another sub-agency.

If you discover the family has already been reported in another sub-agency, remove this 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.

The FICN can only contain letters and numbers. [801A File Transfer], [801A Web Input], [801B]
Problem

The FICN field contains characters other than letters A-Z (upper and lower case allowed) or numbers 0-9.

Solution

Confirm that the FICN only contains allowable characters.

Remove invalid characters from the FICN.

The FICN can not contain the first or last name of the child or head-of-household. [801A File Transfer], [801A Web Input], [801B]
Problem

The FICN field contains the first and/or last name of the child or head-of-household.

Solution

Confirm that the FICN does not contain the child's or head-of-household's first and/or last name.

If the names are contained in the FICN, you must assign this family a new FICN that does not contain the child's or head-of-household's first and/or last name.

The Head-of-Household FICN and SSN can not be the same. [801A File Transfer], [801A Web Input], [801B]
Problem

You have entered the same number in both the FICN and SSN fields. For data collection purposes, the SSN must never be used as the FICN.

Solution

Enter the correct information in each field.

FAQs About the Family Identification/Case Number (FICN)

Question 1

What is a Family Identification/Case Number (FICN)? Our agency hasn't been using this. What numbers or letters should we use?

Answer

The 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 a number to each family beginning with the number one (1) and as new families are enrolled, they are 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 2

Does my agency have to report a FICN and a SSN for each family?

Answer

No. You are required to provide only one; however, the FICN is required if the head-of-household does not give your agency permission to use their SSN on the CD-9600A or if the child is a foster care case. In these cases, you must report the FICN and leave the SSN field blank.

Question 3

We 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.

Question 4

One of our families has two children and they receive services in programs we report in different sub-agencies. When we try to add the family to 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?

Answer

A 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.

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