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CDD-801A Electronic File Format Specifications


Important Notice: Programs Moved to CDSS

While the California Department of Education continues to operate the California State Preschool Program, the Early Childhood Development Act of 2020 (Senate Bill (SV) 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 External link opens in new window or tab. 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.
Four valid entries are:
0 – No: Provider is eligible but does not participate in QRIS
1 – Yes: Provider does participate in the QRIS
7 – There is an operating QRIS in the provider’s area, but the provider is not eligible to participate
8 – There is no operating QRIS in the provider’s area

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.

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Questions:   CDMIS Office | CDMIS@cde.ca.gov | 916-445-1907
Last Reviewed: Thursday, June 24, 2021
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