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Child Care Reporting--Program Code


Program Code(s)

Description

The Program Code refers to the type of Early Education and Support Division (EESD) Contract. Program Codes are four-character designations. They are part of your agency's contract number. An agency with more than one contract will have a different Program Code for each type of contract. The current program codes are C2AP, C3AP, CAPP, CCTR, CFCC, CHAN, CMAP, CMIG, and CSPP.

[CDD-801A only] Note: The data entry screen allows you to list up to three different Program Codes, if necessary. Enter more than one program code only if the child’s care from the same provider is paid for by more than one program code during the report month.

[CDD-801B only] Only the following Program Codes are included in the CDD-801B reports: C2AP, C3AP, CAPP, CCTR, CFCC, CMAP, and CSPP (only those children receiving more than part-time services).

Where to Find It

On the CD-9600 form, look in box 8, "Program Code" in Section IV, "Data on Children."

Rules and Guidelines

Error Messages and Solutions

Program Code 1 is required. [801A File Transfer]
or
Program Code 1 must be completed. [801A Web Input], [801B]
Problem

All three fields for Program codes are blank (801A File Transfer) or set to Select from List (801A Web Input).

Solution

Enter a program code under Program Code 1.

Invalid Program Code. [801A File Transfer]
Problem

One (or more) of the Program Codes is not in the list of valid codes.

Solution

Confirm that all Program Codes are valid.

This is not a valid Program Code for your agency. [801A File Transfer], [801A Web Input], [801B]
Problem

Your agency does not have a contract for the Program Code provided.

Solution

Verify that you have entered the correct Program Code for this child's services.

The same Program Code cannot be listed more than once for a setting. [801A File Transfer], [801A Web Input], [801B]
Problem

You have entered the same Program Code more than once for a setting.

Solution

Change the duplicate Program Code in Program Code 2 and/or Program Code 3 back to "Select from list."

Program Code 2 cannot be completed if Program Code 1 is blank. [801A File Transfer], [801A Web Input], [801B]
or
Program Code 3 cannot be completed if Program Code 1 or 2 is blank. [801A File Transfer], [801A Web Input], [801B]
Problem

You have skipped one of the Program Code fields.

Solution

Change the information so Program Code 1 contains a program code and change the others to "Select from list" if no other program codes funded this child's care at this provider.

Program Code 1 is required when "State Subsidized Monthly Payment for This Child Care" and "Total Hours of Care This Month" are provided. [801B]
Problem

You have completed the State Subsidized Monthly Payment and the Total Hours of Care but did not select a Program Code.

Solution

Select a Program Code.

If you added a provider/type of care by mistake, delete it.

Program Code 1 (or Program Code 2 or Program Code 3) is marked as "No Service" for this reporting period. [801A File Transfer], [801A Web Input]
Problem

The Program Code you reported is marked as "No Services" on the Sub-Agency/No Services page.

Solution

Someone at your agency indicated this program did not operate at all during the report month. If your agency did operate this program during that report month, the agency super user must go to the Main Menu of the CDMIS Web site, select the Function, "Sub-agency/No Services" and click the "Submit" button. Remove the check mark from the box for the related program and month and fiscal year and click the "Save No Service Periods" button. This will allow you to submit your report for this program.

The Child Date of Birth indicates the child is too young or too old for the program type. [801A File Transfer], [801A Web Input], [801B]
Problem

The Child Date of Birth and Program Code(s) you entered for this child indicate the child is not eligible for services under the program selected based on their age.

Solution

Verify that the Child Date of Birth is entered correctly. If the Child Date of Birth is entered correctly and the child is being served because the family file contains an active IEP indicating these services are authorized, you must enter a "Y" in the "Child Has IEP" field to report an over-aged child.

Note: One of the purposes of the "Child Has IEP" question is to allow agencies to report children who exceed the upper-age limit of 12 years old for the following programs: C2AP, C3AP, CAPP, CCTR, CFCC, CMIG, and CMAP. Having an IEP does not apply to children receiving services in the CSPP program nor will it allow agencies to report children receiving services in a licensed center-based setting in the CCTR program when they are only age-eligible for the CSPP program.

In addition, children who will turn five-years old on or before November 1st of the school year they are receiving services (these children are eligible for kindergarten pursuant  EC, Section 48000(a)) and were enrolled and receiving services in CSPP program on June 30th may continue to receive services in the CSPP program through the summer until the beginning of the academic year they are eligible to start kindergarten, but no later than September 30th.

Preschool-age children cannot receive services in CCTR program in a licensed center. [801A File Transfer], [801A Web Input], [801B]
Problem

Preschool age children (children who turn three or four years old on or before October 1st of the fiscal year they are receiving services) may only receive services in the CCTR program under the following conditions:

Other than these three exceptions, children who turn 3 or 4 years old on or before October 1st of the fiscal year they are receiving services cannot be reported in the CCTR program.

Solution

Verity the child's date of birth, program code(s) for this child, and the setting the child received services in the report month.

FAQs About Program Codes

Question 1

Why are there three blanks for Program Codes on the report?

Answer

Most children receive EESD-subsidized services under one program code. In those cases, you would enter the information under Program Code 1 and leave the remaining Program Code 2 and Program Code 3 set to "Select from list."

Some children received EESD-subsidized services from more than one contract (e.g., CCTR and CFCC). When you enter the data about those children, you would select a Program Code for both Program Code 1 and Program Code 2. Program Code 1 should be the program where the majority of the services were provided during the month. If they were equal, you can enter either one in either spot.

Question 2

I entered a program code and received an error message that says the Program Code is not valid. The family file shows this program code, but your system won't allow me to save it. What do I do?

Answer

You may have an old program code in the family file. Program codes may be changed or eliminated at the beginning of a fiscal year due to a variety of reasons. Check with your agency's program director to find out what the correct code should be for this child. You can also check with your assigned Child Development Consultant to find out what contracts your agency has with EESD in order to determine what code you should be reporting.

You may also find that the child’s services are not being paid by the contracts your agency has directly with the EESD. For example, you may be serving a family whose care is paid by a voucher from another agency. If this is the case, you should not report this family as being served by your agency. You should report only families and children whose services are paid by contracts your agency has directly with the EESD.

Question 3

Our agency has CMIG and CCTR contracts with EESD. The CMIG program closes in mid-November each year and reopens in mid-April. How do we notify you that we will not submit an 801A report for the CMIG program from December through March because we do not provide any services during those months under that program?

Answer

If one of the programs your agency has will not provide any services during an entire month, you can report this on the Sub-agency/No Services page. This page is available from the Main Menu of the CDMIS Web site and can only be viewed and updated by the agency super user. Under the "No Service Periods" section, place a check mark in the appropriate box and click the "Save No Service Periods" button. This indicates your program is closed for those months.

Question 4 (CDD-801B only)

On my CDD-801B report, one of the children listed shows they received services from the CCTR program. This child actually received services from the CHAN program and we realize this was reported incorrectly on our CDD-801A. We have corrected the CDD-801A reports for this child, but, since the child was selected for the CDD-801B, how do we complete the report for this family?

Answer

Because this child was originally reported in the CDD-801A monthly report with a qualifying program code the child was included in the CDD-801B selection process. However, you have identified that this child was actually in a program that should NOT be included in the CDD-801B selection process. Since this child should not have been included, you must exclude this child. Instructions for doing this can be found on the CDD-801B Edit Family Information page within the CDMIS system. In addition, please note that if this is the only child receiving subsidized care in the family, you must exclude the family instead of the child. These instructions can also be found on the same page.

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