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Child Care Reporting--Household Last Name


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.

Head-of-Household Last Name

The Head of Household (HoH) Last Name information field indicates the last name of the (family name) of the HoH of the family receiving subsidized child care services through an agency’s contract with the ELCD.

The HoH is the person legally and/or financially responsible for the child(ren) receiving subsidized child care services through an agency’s contract with the ELCD.

In a foster case (family of one), the HoH Last Name is the last name of the oldest foster child receiving subsidized child care services through an agency’s contract with the ELCD.

Where to Find It

  • On the ELCD-9600, look in the box “Name of Parent/Caretaker A (full name including middle initial)” in Section I: Family Identification, or

  • On the CDE Notice of Action (CD-7617 form), look in the box labeled “Parent/Caretaker Information.”

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report period (i.e., completed on or before the report period, as indicated by the effective date of action). If a Notice of Action is on file and the name is different, enter the updated information

Rules and Guidelines

  • This information field is required.

  • The minimum length of this field is two characters. The maximum length of this field is 50 characters.

  • Special instructions for foster children: Enter the Child Last Name. If there is more than one foster child in the family receiving subsidized child care services, enter the last name of the oldest child receiving subsidized child care services through an agency’s contract with the ELCD. The first name, last name, and middle initial of the oldest child must be the same as the HoH first name, last name, and middle initial.

Error Messages and Solutions

  • The Last Name of the Head-of-Household is required. [801A Electronic File Transfer], [801A Input/Edit], [801B]

    Problem: The HoH Last Name is blank.

    Solution: Enter the HoH last name.

  • The Head-of-Household Last Name must be more than one character long. [801A Electronic File Transfer], [801A Input/Edit], [801B]

    Problem: The HoH Last Name is only one character long.

    Solution: Enter a HoH Last Name that is at least two characters long.
  • The Last Name of the Head-of-Household must contain only letters, hyphens, spaces, and apostrophes. [801A Electronic File Transfer], [801A Input/Edit], [801B]

    Problem: Invalid characters are in the HoH Last Name field.

    Solution: Remove the invalid characters and confirm that the information is entered correctly.

  • When the family size is the same as the number of children reported, the oldest child must be listed as the HoH. The first name, last name, and middle initial of the oldest child reported and those of the HoH must be the same. [801A Electronic File Transfer], [801A Input/Edit]

    Problem: The number of children reported for this family is the same as the family size indicated. This indicates the family size used to determine income eligibility is made up of only children. In these cases, the oldest child reported must be listed as the HoH.

    Solution: Verify the family size and children listed for this family. If the family size represents only the children receiving subsidized child care services through an agency’s contract with the ELCD, change the HoH’s name (first, middle initial, and last) to match the oldest child’s name (first, middle initial, and last).

  • When “Is the Head-of-Household Single?” = “Child is Head-Of-Household” and “Family Size” is greater than “1,” the “Child’s Last Name” of the oldest child and the “Head-of-Household Last Name” must be the same. [801B only].

    Problem: The question "Is this Head-of-Household Single?" is answered as “Child is Head-of-Household,” but the HoH’s name for the family does not match the oldest child’s (or only child’s) name. For CDD-801A reporting purposes, when only the children receiving subsidized child care services through an agency’s contract with the ELCD are counted in determining family size, the HoH’s name must be the same as the name of the oldest child (or only child) reported.

    Solution: Confirm that the HoH Last Name and oldest Child Last Name are entered correctly. Also confirm that the child is a foster child. If the child is a foster child, ensure that the HoH Last Name and the oldest Child Last Name are the same. If the child is not a foster child, change the answer to the question “Is the Head-of-Household Single?” accordingly.

Frequently Asked Questions

  • How do I determine who is "Head-of-Household"?

    The HoH is the person for whom eligibility to receive subsidized child care services through an agency’s contract with the ELCD is determined. If more than one parent is listed on the ELCD-9600, use the parent who signed the ELCD-9600.

  • What information do I input when both parents submit an ELCD-9600 for a child(ren)?

    Create separate records for each parent in the CDD-801A; generate unique FICNs and input each parent as the HoH for their own family. Complete the record for each parent using the information indicated on the respective ELCD-9600s.

    Note: Ensure that the child(ren)’s information listed on both parents’ ELCD-9600s are consistent. Should discrepancies be found, contact both parents for clarification and correction of the child(ren)’s information.

  • What do I enter as the "Head-of-Household" name for a foster child?

    Enter the foster child’s name as the HoH and as the child. If there is more than one foster child in the family (i.e., family size is 2 and only the two children receiving subsidized child care services through an agency’s contract with the ELCD were used to determine family size), enter the name of the oldest child as the HoH. Regardless of the number of foster children in a family, the child whose name appears as HoH must also be listed as the (one of the) child(ren).

  • The "Head-of-Household" name displayed for this family is the child’s name but the child is not a foster child. What should I do? [CDD-801B only]

    The HoH name is taken directly from the CDD-801A; an agency incorrectly reported the child as the HoH in the corresponding CDD-801A. Correct the name in the CDD-801B and the corresponding CDD-801A for the indicated family.

 

Return to Appendix A: Data Definitions

Questions:   CDMIS Office | CDMIS@cde.ca.gov | 916-445-1907
Last Reviewed: Tuesday, June 29, 2021
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