CDD-801A Electronic File Format Specifications
While the California Department of Education continues to operate the California State Preschool Program, the Early Childhood Development Act of 2020 (Senate Bill (SB) 98, Chapter 24, Statutes of 2020) authorized the transfer of many childcare programs from the California Department of Education to the California Department of Social Services (CDSS) effective July 1, 2021. The content on this page may include programs that have moved to CDSS. For additional assistance you can either visit the CDSS Child Care Transition web page
or call 1-833-559-2420 for more information.
Overview
This section provides detailed information of format specifications for each data field within a CDD-801A electronic file.
Within an electronic file, all data elements must be specifically formatted and meet specific criteria. The below table outlines each data element of a file. Additionally, the table below provides descriptions and comments of each data element, including the data type, size, and entry requirement.
- C: Character (upper- and lower- case letters, numbers, dashes, etc.)
- N: Numbers only
| Field Number | Data Field Description | Data Type | Data Size | Required Entry | Comments |
|---|---|---|---|---|---|
1 |
Report month and year |
C |
7 |
Yes |
Required format is mm/yyyy. Example: January 2012 must be entered as 01/2012. |
2 |
Vendor number/submission code1 |
C |
7 |
Yes |
Example: Vendor number Z987 and submission code 000 is entered as Z987000. |
3 |
Family Identification/Case Number (FICN) |
C |
Max. 15 |
Yes |
Only letters A-Z (both upper and lower case are acceptable) and numbers 0-9 are allowed. For each family you must report the FICN. |
4 |
Head-of-Household Last Name |
C |
Max. 50; Min. 2 |
Yes |
Only letters, hyphens, spaces, and apostrophes are allowed. |
5 |
Head-of-Household First Name |
C |
Max. 50; Min. 2 |
Yes |
Only letters, hyphens, spaces, and apostrophes are allowed. |
6 |
Head-of-Household Middle Initial |
C |
1 |
No |
This field must be included in the file, even if it is blank. |
7 |
Head-of-Household Zip Code |
N |
9 |
Yes |
Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension) |
8 |
TANF/CalWORKs Cash Aid Recipient? |
C |
1 |
Yes |
3 valid entries are: Y (yes), N (no), or U (unknown). |
9 |
Family Income Greater Than 70 Percent of the State Median Income Level? |
C |
1 |
Yes |
3 valid entries are: Y (yes), N (no), or U (unknown). |
10 |
Family Size | N | 2 | Yes | Numbers only; 0-9 |
11 |
Family Income | N | 4 | Yes | Numbers only; 0-9; no decimals. |
12 |
Reason for Receiving Services |
C |
1 |
Yes |
Only 9 valid entries: A, B, D, E, F, G, H, J, Q. |
13 |
Head-of-Household FIPS Code |
N |
5 |
Yes |
This field must contain five digits. Example: 06001, 06003. Leading zero must be included. |
14 |
Family Start Date |
Date |
10 |
Yes |
Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012. |
15 |
Child's Last Name |
C |
Max. 50; Min. 2 |
Yes |
Only letters, hyphens, spaces, and apostrophes are allowed. |
16 |
Child's First Name |
C |
Max. 50; Min. 2 |
Yes |
Only letters, hyphens, spaces, and apostrophes are allowed. |
17 |
Child's Middle Initial |
C |
1 |
No |
This field must be included in the file, even if it is blank. |
18 |
Child's Ethnicity | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
19 |
Child's Race: American Indian or Alaskan Native | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
20 |
Child's Race: Asian | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
21 |
Child's Race: Black or African American | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
22 |
Child's Race: Native Hawaiian or Other Pacific Islander | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
23 |
Child's Race: White | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
24 |
Child's Gender | C | 1 | Yes | 2 valid entries; M (male) or F (female). |
25 |
Child's Date of Birth |
Date |
10 |
Yes |
Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012. |
26 |
Child Has IEP |
C |
1 |
Yes |
2 valid entries: Y (yes) or N (no). |
27 |
Child's Primary Language | N | 2 | Yes | This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included. See list of language codes on CD-9600 Confidential Application for Child Development Services and Certification of Eligibility form and Data Definitions. |
28 |
Child is English Learner | C | Yes | 3 valid entries; Y (yes) or N (no), or blank. | |
29 |
Child Start Date |
Date |
10 |
Yes |
Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012. |
30 |
Child Receives Part-Time Care? | C | 1 | Yes | 2 valid entries; Y (yes) or N (no). |
31 |
Provider FEIN/SSN |
N |
9 |
Yes |
Numbers only; do not include dashes (-). |
32 |
Provider FIPS Code | N | 5 | Yes | This field must contain five digits. Example: 06001, 06003. Leading zero must be included. |
33 |
Provider Zip Code | N | 9 | Yes | Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension) |
34 |
QRIS Participation | C | 1 | Yes | The field must contain a single digit. |
35 |
Accreditation Status | C | 1 | Yes | The field must contain a single digit. Six valid entries are: 0 – No 1 - Yes: National Accreditation 2 - Yes: State Accreditation 3 – Yes: Other Accreditation (not National or State Level) 4 – Yes: Level/Type of Accreditation Unavailable 9 – NA: Information Currently Unavailable |
36 |
Type of Child Care |
N |
2 |
Yes |
This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included. |
37 |
Program Code 1 |
C |
4 |
Yes |
Program Code 1 is required. |
38 |
Program Code 2 |
C |
4 |
No |
This field should only contain data if the child receives services from more than one program code. This field must be included in the file, even if it is blank. |
39 |
Program Code 3 |
C |
4 |
No |
This field should only contain data if the child receives services from more than two program codes. This field must be included in the file, even if it is blank. |
40 |
Services Date |
Date |
10 |
Yes |
Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012. |
1 The default submission code for agencies that do not report by sub-agency is "000". If an agency has created sub-agencies for reporting purposes, then each sub-agency has its own submission code. The list of submission codes for each agency is available on the Sub-agency/No Services screen of the CDMIS Live site.
Return to Appendix C: Creating Electronic Files
