CDD-801A Electronic File Format Specifications
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
