Child Care Reporting--Program Code

Program Code(s)

The Program Code information field indicates the agency’s contract type under which a child is receiving subsidized child care services. Program codes are four-character designations and are a part of an agency’s contract number. An agency with more than one contract will have a different program code for each type of contract. The current program codes are as follows: C2AP, C3AP, CAPP, CCTR, CFCC, CHAN, CMAP, CMIG, and CSPP.

Notes:

• CDD-801A only: The data entry screen allows agencies to list up to three different program codes, if necessary. Enter more than one program code only if the child’s care from the same provider is paid for by more than one program code during the report month.
• CDD-801B only: Only the following program codes are included in the CDD-801B reports: C2AP, C3AP, CAPP, CCTR, CFCC, CMAP, and CMIG.

Where to Find It

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

Rules and Guidelines

• Only program codes for which an agency has a contract directly with the Early Education Division (EED) should be reported
• Program Code 1 must contain a valid four-character program code. Program Code 1 should be the program code of the funding source that paid for the greatest amount of subsidized child care services during the report period.
• If a child’s subsidized child care services are paid for by more than one program code by an agency during a report period, indicate this information under Program Code 2 and Program Code 3, as applicable. A maximum of three different program codes may be selected for a Type of Care.
• If the program code changed from the prior report period or changed during the report period, change the Services Date to the date when the change became effective.
• All subsidized child care services funded through an agency’s contract with the EED during a given report period must be reported.

Error Messages and Solutions

• Program Code 1 is required. [801A Electronic File Transfer], or Program Code 1 must be completed. [801A Input/Edit], [801B]
  
  Problem: All three fields for Program Codes are blank [801A Electronic File Transfer] or set to “Select from List” [801A Input/Edit].
  
  Solution: Enter a program code under Program Code 1.
  
  
• Invalid Program Code. [801A Electronic File Transfer]
  
  Problem: One (or more) of the Program Codes is not in the list of valid codes.
  
  Solution: Confirm that all Program Codes are valid.
  
  
• This is not a valid Program Code for your agency. [801 Electronic File Transfer], [801A Input/Edit], [801B]
  
  Problem: The agency does not have a contract for the Program Code provided.
  
  Solution: Verify that the correct Program Code is entered.
  
  
• The same Program Code cannot be listed more than once for a setting. [801A Electronic File Transfer], [801A Input/Edit], [801B]
  
  Problem: The same Program Code is entered more than once for a setting.
  
  Solution: Change the duplicate Program Code in Program Code 2 and/or Program Code 3 back to “Select from list.”
  
  
• Program Code 2 cannot be completed if Program Code 1 is blank. [801A Electronic File Transfer], [801A Input/Edit], [801B], or Program Code 3 cannot be completed if Program Code 1 or 2 is blank. [801A Electronic File Transfer], [801A Input/Edit], [801B]
  
  Problem: One of the Program Code fields is left blank.
  
  Solution: Change the information so that Program Code 1 contains a program code; change the Program Code 2 and Program Code 3 information fields to “Select from list” if no other program codes funded the child’s subsidized child care services at this provider.
  
  
• Program Code 1 is required when “State Subsidized Monthly Payment for This Child Care” and “Total Hours of Care This Month” are provided. [801B only]
  
  Problem: The State Subsidized Monthly Payment and the Total Hours of Care are entered; however, no Program Code is selected.
  
  Solution: Select a Program Code. If an additional provider/type of care section is added by mistake, delete it from the report.
  
  
• Program Code 1 (or Program Code 2 or Program Code 3) is marked as “No Service” for this reporting period. [801A Electronic File Transfer], [801A Input/Edit]
  
  Problem: The Program Code reported is marked as “No Services” on the Sub-agency/No Services screen of the Child Development Management Information System (CDMIS).
  
  Solution: An agency’s super user indicated that this program did not operate at all during the report period. If an agency did operate the program during a report period and mistakenly reported “No Services,” the agency’s super user must complete the following steps: 1) Navigate to the CDMIS Main Menu; 2) Select the function “Sub-agency/No Services” and click the “Submit” button; 3) Remove the checkmark from the box for the indicated program, report month, and fiscal year; 4) Click the “Save No Services Periods” button.
  
  Once this information is saved, the user will be able to report the program code in the CDD-801A.
  
  
• 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 that the child is not eligible for services under the program selected based on their age.
  
  Solution: Verify that 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 Family Services Plan (IFSP) or Individualized Education Program (IEP) indicating these services are authorized, indicate 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 General Child Care (CCTR) when they are only age-eligible for the California State Preschool Program (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 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 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 TK program, and whose family needs before or after school services, can be enrolled in CCTR or Alternative Payment Program (AP). For further information, visit the EED Management Bulletins web page.
  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.

Frequently Asked Questions

Why are there three blanks for Program Codes on the CDD-801A?

Most children receive subsidized child care services through an agency’s contract with the EED under one program code. In these cases, enter the information under Program Code 1 and leave Program Code 2 and Program Code 3 set to “Select from list.”

Some children receive subsidized child care services through an agency’s contract with the EED under more than one program code [e.g., CCTR and California Family Child Care Home Education Networks (CFCC)]. In these cases, enter the information under Program Code 1 and Program Code 2. Program Code 1 should be the program where the majority of the services were provided during the report period. If services were provided equally across programs, enter either program code in either spot.

I entered a program code and received an error message that says the Program Code is not valid. The family file shows this program code, but your system won’t allow me to save it. What do I do?

An old program code may be indicated in the family file. Program codes may be changed or eliminated at the beginning of a FY for a variety of reasons. Check with the agency’s program director to find out what the correct program code should be for this child. Agencies may also request clarification of their consultant.

Additionally, agencies may find that the child’s subsidized child care services are not being paid by the contracts the agency maintains with the EED. For example, Agency A may be serving a family whose care is paid for by a voucher from Agency B. If this is the case, Agency A should not report this family as being served by their agency. Agencies should report only families and children whose subsidized child care services are paid for by contracts maintained directly with the EED.

Our agency has Migrant Child Care and Development Programs (CMIG) and CCTR contracts with the EED. The CMIG program closes in mid-November each year and reopens the last week in April. How do we notify you that we will not submit the CDD-801A for the CMIG program from December through March because we do not provide any services during those months under that program?

If an agency’s program(s) will not provide any services for an entire report period, an agency’s super user must report this information by using the “Sub-agency/No Services” function available on the CDMIS Main Menu. Under the “No Service Periods” section of the Sub-agency/No Services screen, place a check mark in the appropriate boxes and click the “Save No Service Periods” button. This indicates to the EED that an agency’s program(s) is closed for the specified report period.

On the CDD-801B, one of the children listed shows they received services from the CCTR program. This child actually received services from the CHAN program, and we realize this was reported incorrectly on our CDD-801A. We have corrected the CDD-801A for this child, but, since the child was selected for the CDD-801B, how do we report for this child in the CDD-801B? [801B only]

Because this child was originally reported in the CDD-801A with a qualifying program code, the child was sampled for the CDD-801B. However, if an agency identifies that a child was actually in a program that should NOT have been included in the CDD-801B, the agency must exclude this child from the CDD-801B. If only one child in the family is indicated as receiving subsidized child care through an agency’s contract with the EED, the agency must exclude the whole family. Instructions for excluding information is available in Chapter 4: CDD-801B Reporting in the CDMIS User Manual as well as on the CDD-801B Edit Family Information screen within the CDMIS.

Return to Appendix A: Data Definitions