Early Learning and Care Division
Subject: Update Regarding Local Child Care and Development Planning Council New Reporting Requirements
Number: 08-09
Date: November 2008
Expires: Until Rescinded
Authority: California Education Code (EC), sections 8499, 8499.3, 8499.5, 8499.7, and 8279.3
Attention: Local Child Care and Development Planning Council (LPC) Contractors, Program Coordinators, and Chairpersons
Purpose
The purpose of this Management Bulletin (MB) is to provide information regarding changes to the fiscal and program reporting requirements for the LPC contract for fiscal year 2008-09. The timeline for implementation of the new reporting requirements are included in this MB and the LPC contract.
Background
Previously, all LPCs submitted the Quarterly Expenditures Form (CD-6003) and completed a separate Quarterly Fiscal form (CDFS-9529) that was submitted to a fiscal analyst in the California Department of Education (CDE), Fiscal and Administrative Services Division (FASD). In addition, LPCs submitted the Quarterly Summary of Activities form (CD-6002) to a Child Development Consultant in the Early Learning and Care Division (ELCD). Many LPCs submitted local meeting minutes and agendas with their quarterly reports. The law requires LPC meeting minutes and agendas to be maintained locally for five years.
The California Code of Regulations, Title 5, Section 18279, requires that all contractors develop and implement an Agency Annual Report and a program self evaluation process. However, this provision has not been required for LPC contractors.
Revised LPC Reporting Requirements
Effective immediately, the ELCD no longer requires LPCs to submit local LPC meeting minutes and agendas. Effective August 2008, all LPC contractors are to begin implementation of the revised contract program and fiscal requirements. These requirements provide additional specific information about the LPC’s compliance with the EC.
Fiscal Reporting
Form CDFS-9529 has replaced form CD-6003 and can be located through the links under the Reporting Forms section of the Child Development fiscal information Web page at http://www.cde.ca.gov/fg/aa/cd/index.asp. Form CDFS-9529 must be submitted to a fiscal analyst in the FASD according to timelines identified in the LPC contract.
Summary of Activities Reporting
Form CD-6002 has been revised and is located on the LPC Forms Web page at http://www.cde.ca.gov/sp/cd/ci/lpcforms.asp. This form must be completed and submitted electronically on a quarterly basis to the ELCD according to the schedule referenced in the LPC contract.
Program Self Evaluation Process
The ELCD has developed forms and instructions for completing the LPC annual program self evaluation. The LPC Agency Annual Report form (CD-2934) and the LPC Summary of Self Evaluation Findings form (CD-2935) are due to the ELCD on or before December 30, 2008. This first annual self evaluation would reflect the activities undertaken from July 1, 2007, to June 30, 2008. The forms and instructions are located on the LPC Forms Web page at http://www.cde.ca.gov/sp/cd/ci/lpcforms.asp.
Prior to completing the annual self evaluation, LPCs need to complete the following activities:
- Train staff and LPC members on the new self evaluation process.
- Update the LPC member handbooks to reflect these changes.
- Update the LPC Program Coordinator handbooks, forms, and operational policies.
- Fully inform the LPC appointing authorities and the LPC chairpersons of the changes and encourage them to participate in the LPC self evaluation process. The LPC chairperson and the LPC authorized agency representative must verify and sign the Agency Annual Report form before it is submitted to the ELCD.
Using form CD-2935, contractors must review the Key Dimensions and indicate whether the LPC is compliant or noncompliant in that dimension. On page two, summarize the noncompliant findings including a very brief explanation of the steps the LPC will undertake to correct the findings of noncompliance.
Forms CD-2934 and CD-2935 must be submitted to:
Early Learning and Care Division
California Department of Education
1430 N Street, Suite 3410
Sacramento, CA 95814-5901
LPC Contract Reviews
Beginning December 30, 2008, all LPC Agency Annual Reports and Summaries of Self Evaluation Findings will be reviewed. Agencies will be required to describe their implementation efforts of the new program self evaluation process in their Agency Annual Report. If an agency does not describe its implementation of the new LPC self review requirements, it will be found out of compliance and the Local Planning Council will be notified.
If you have questions regarding this subject, please call 916-322-6233, or by e-mail at LPC-Reports@cde.ca.gov.
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.