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Child Care Reporting--Child Date of Birth


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 (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 External link opens in new window or tab. or call 1-833-559-2420 for more information.

Child Date of Birth

The Child Date of Birth information field indicates the month, day, and year the child receiving subsidized child care services through an agency’s contract with the ELCD was born.

Where to Find It

On the ELCD-9600, look in the box “Birth Date” in Section IV: Data on Children.

Rules and Guidelines

  • This information field is required.
  • Provide the month, day, and year the child was born
  • The Child Date of Birth must be on or before the report period.

Error Messages and Solutions

  • The Child Date of Birth is required. [801A Electronic File Transfer], [801A Input/Edit], [801B]

Problem: The Child’s Date of Birth is not provided.

Solution: Enter the Child Date of Birth.

  • The Child Date of Birth must be on or before the report month. [801A Electronic File Transfer], [801A Input/Edit], [801B]

Problem: The Child Date of Birth is after the report period, indicating that the child was born after the month in which he or she received subsidized child care services.

Solution: Confirm the Child Date of Birth is entered correctly.

  • Invalid Child Date of Birth. [801A Electronic File Transfer only]

Problem: An invalid or incomplete date is entered.

Solution: Enter a date that meets the file format specifications. For example, January 1, 2019 should appear as 01/01/2019 in the electronic file.

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

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

Solution: Verify 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 Individualized Education Program (IEP) indicating the subsidized child care services are authorized, enter a “Y” in the “Child has IEP” information field to report an over-aged child.

Note: One of the purposes of the “Child Has IEP” information field 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 IFSP or IEP does not apply to children receiving subsidized child care services in the CSPP nor will it allow agencies to report children receiving subsidized child care services in a licensed center-based setting in the CCTR when they are only age-eligible for the CSPP.

In addition, children who will turn five years old on or before September first of the FY they are receiving subsidized child care services (these children are eligible for kindergarten pursuant Education Code [EC] Section 48000[a]) and who were enrolled and received subsidized child care services in CSPP on June thirtieth may continue to receive services in the CSPP through the summer until the beginning of the academic year they are eligible to start kindergarten, but no later than September thirtieth.

  • Preschool age children cannot receive services in CCTR programs in a licensed center. [801A Electronic File Transfer], [801A Input/Edit], [801B]

Problem: Preschool-age children (children who turn three or four years old on or before December first or September first, respectively, of the FY they are receiving subsidized child care services) may only receive services in CCTR under the following conditions:

  • For three- and four-year-old children (as defined above), subsidized child care services are provided in a licensed family child care home (FCCH) setting, or
  • For children not yet three years old but who will be by December first, may remain in CCTR until the day before their third birthday, or
  • For children turning five years old between September second and December second, who are enrolled in a transitional kindergarten (TK) program, and whose family needs before or after school services, can be enrolled in CCTR or Alternative Payment (AP) program. Visit ELCD Management Bulletins for further information.

Other than these three conditions, children who turn three or four years old on or before December first or September first, respectively, of the FY they are receiving subsidized child care services cannot be reported in CCTR.

Solution: Verity the child's date of birth, program code(s) listed, and the setting in which the child received subsidized child care services during the report period.

  • The Child Month of Birth is required. [801A Input/Edit], [801B]

Problem: No Child Month of Birth was selected from the dropdown list.

Solution: Select the Child Month of Birth from the dropdown list (January through December).

  • The Child Day of Birth is required. [801A Input/Edit], [801B]

Problem: No Child Day of Birth was selected from the dropdown list.

Solution: Select the Child Day of Birth from the dropdown list.

  • The Child Year of Birth is required. [801A Input/Edit], [801B]

Problem: No Child Year of Birth was selected from the dropdown list.

Solution: Select the Child Year of Birth from the dropdown list.

Frequently Asked Questions

  • I do not have the Child Date of Birth. What should I do?

    The child’s date of birth must be entered. If no date of birth is provided on the ELCD-9600, check other records for the child, such as the immunization record

 

Return to Appendix A: Data Definitions

Questions:   CDMIS Office | CDMIS@cde.ca.gov | 916-445-1907
Last Reviewed: Wednesday, June 30, 2021
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