Early Education and Support Division
Subject: Elimination of State Funding for Centralized Eligibility Lists
Date: May 16, 2011
Expires: Until Rescinded
Authority: California Education Code, Section 8227
Attention: All Executive Officers and Program Directors of All Child Care and Development Programs
The Administration has proposed eliminating Fiscal Year 2011–12 funding for county Centralized Eligibility Lists (CELs). Given the current fiscal climate as well as the reductions to existing child care and development programs enacted by Senate Bill 70 (Chapter 7, Statutes of 2011), the California Department of Education (CDE), Early Education and Support Division (EESD) is not optimistic that there will be funding for county CELs next year. As such, new contracts will not be issued for CEL activities.
The purpose of this Management Bulletin (MB), which has three parts, is to direct CEL contractors in the actions and activities necessary to eliminate the state required CEL and to promote the continuation of CEL activities using alternate funds.
- Part 1 of this MB describes the responsibilities of all CEL contractors.
- Part 2 of this MB addresses the responsibilities of any entity that elects to continue operating a locally-funded CEL.
- Part 3 addresses recommendations for any county that elects to operate a locally-funded CEL.
A subsequent MB will inform all EESD contractors of the elimination of the CEL, and the actions that must be taken by any contractor currently participating in the CEL.
Directives, Responsibilities, and Recommendations
Part 1: Responsibilities of all CEL Contractors
By June 15, 2011, CEL Administrators must notify all families currently enrolled on the CEL that the state-mandated countywide CEL will cease to operate as of July 1, 2011. Any new family that contacts the CEL between receipt of this MB and June 30, 2011, must be provided the same notification, although we encourage that these families be able to apply and be enrolled on the CEL until June 30, 2011.
By May 24, 2011, CEL Administrators must notify all CEL users (EESD contractors), that the state funding (and mandate) will cease to exist as of July 1, 2011. This notification shall inform EESD contractors that they may utilize CEL data for the purpose of creating their own waiting list, prior to July 1, 2011. If data is used for this purpose, families are to be informed pursuant to the instructions in MB 11-16.
By July 20, 2011, CEL Administrators must submit a completed Child Development Fiscal Services (CDFS) - 2507 for the period of July 1, 2010 to June 30, 2011, to the Child Development Fiscal Analyst assigned to the county.
By June 30, 2011, CEL Administrators must complete and submit Centralized Eligibility List Inventory and Disposition of Equipment Forms (Attachment A) (DOC), via e-mail, to the Field Services Consultant assigned to the county, providing:
- A current inventory of all equipment costing $500 or more purchased in whole or in part with contract funds in accordance with the California Code of Regulations, Title 5 (5CCR), Section 18025;
- The Certification of Disposition of Equipment form; and
- The Certification of Acceptance of Equipment form(s)
Retain all program operating records and program fiscal records pertaining to the CEL contract for a minimum of five years in accordance with EC, Section 33421 and 5CCR, Section 18067. In addition:
- If any litigation, claim, or audit is started before the expiration of the five-year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.
- Records for real property and equipment acquired with CEL program funds shall be retained for five years after final disposition.
- The rights of access by the state to the records are not limited to the required retention period, but shall last as long as records are retained.
- Include the CEL contract in the annual independent financial and compliance audit of its child development programs for the fiscal year ended June 30, 2011, in accordance with the requirements of the CDE Audit Guide.
Part 2: Additional Responsibilities of Entities that Elect to Continue Operating a Locally-Funded CEL
Counties may elect to continue operating a CEL with alternative funding on a voluntary basis. Families currently waiting on the CEL must be notified of the plan to continue operating a CEL. When possible, a comprehensive list of the various alternatives for child development services should be provided. Families must be offered the option of remaining on the CEL or removing themselves from the list. It is recommended that families who select to remove themselves from the list be given a specific date by which to inform the entity of this decision.
Part 3: Recommendations for the Operation of a Locally-Funded CEL
The EESD encourages the continuation of a CEL when possible, and is committed to providing the technical support necessary to maintain this effort. A locally-funded CEL could include subsidized child care services, Head Start services, and other child care and development options within a county. Agencies that have one or more EESD Child Care and Development direct service contracts that elect to participate in the CEL have the ability to subscribe for this service, and the cost would be an allowable activity to be claimed as an administrative cost.
The EESD also encourages any county that elects to continue operating a CEL to e-mail Lidia Renteria, EESD Consultant, at email@example.com to inform the EESD of this decision by July 1, 2011, if possible. Lidia will continue to be available to provide assistance and information to any entity that operates a local CEL.
For counties continuing to operate a voluntary CEL, the EESD would like to continue some data collection of those families and children waiting for services. Once these entities have contacted the EESD, we will be orchestrating a series of conference calls to determine the possibility of data collection as well as to determine local needs and concerns that the EESD can assist in resolving.
Since the implementation of CEL, the EESD has continued to be impressed with the work of each CEL Administrator. We have admired the professionalism and dedication that they have shown in their work and the tenacity to which they have undertaken this challenging assignment. Their work with the CalWORKs Stage 3 families impacted by the funding veto ensured families were able to return to necessary child care service. We deeply regret the loss of state funding for this valuable activity.
Should you have any questions, please contact:
- The Child Development Fiscal Analyst assigned to your county regarding fiscal questions.
- The Field Services Consultant assigned to your county regarding equipment inventories and disposition of equipment.
- Lidia Renteria, Consultant, Policy Office, Early Education and Support Division by phone at 916-322-6248 or by e-mail at firstname.lastname@example.org for any other questions.
This Management Bulletin is mandatory only to the extent that it cites a specific statutory and/or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory and/or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.