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FY 2020-21 FAQs for ELC Programs

This web page contains frequently asked questions (FAQs) and responses related to impacts to early learning and care (ELC) programs surrounding COVID-19 for the fiscal year (FY) 2020-21.
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.

Please be aware that these questions pertain to FY 2020-21, which went into effect on July 1, 2020. If you would like to view archived questions from FY 2019-20, please visit the FY 2019-20 FAQs for ELC Programs web page. Please note that the California Department of Education (CDE) responses to the FAQs and Management Bulletins released by the CDE do NOT apply to all child care programs statewide, but rather pertain solely to CDE contractors currently holding contracts to provide access to care using state subsidies.

Parents who would like to access Emergency Childcare should visit the Resource and Referral County Listing web page. The local Resource and Referral Agency within your county is there to help connect parents with finding childcare providers. If you would like to access subsidized care you will need to inform the Resource and Referral Agency, who will be able to walk you through the process of enrolling in subsidized childcare.

801A Reporting
Child Care and Development Block Grant (CCDBG)/ Child Care and Development Fund (CCDF) State Plan
Distance Learning
Eligibility
Emergency Childcare
Enrollment Reporting
Essential Workers
Family Fees

Fiscal Reporting Forms
Funding
Nutrition
Parent Signature
Program Quality
Program Self-Evaluation
Reimbursement
Reopening and Closures
School-Age Children
Stipends
Transition to CDSS
Transitional Kindergarten

801A Reporting

  1. If our program was closed during the month of July, what should we report on our 801A? (Posted 9/15/20)

    If an agency is closed and not providing any services, including distance learning services, they'll mark "no-services" using the "sub-agency/no-services" function. If you're providing distance learning and not in person, you'll report the enrolled families.

  2. Our program is providing distance learning services. Should we continue to do the 801A reports like I have in the past? (Posted 9/25/20)

    Yes, if distance learning services are being provided, report families based on enrollment.

  3. Will families participating in distance learning be counted for enrollment numbers and will our contract (CSPP) be able to pay their slots? (Posted 9/25/20)

    Children participating in distance learning opportunities are counted in enrollment.

  4. For reporting purposes; between July 1, 2020 through September 7, 2020, are we able to report the enrollment numbers for all of our centers or just our LEA campus centers? (Posted 9/25/20)

    You may report all enrollment for centers on or off an LEA campus. This is true for LEAs and CBOs. The enrollment that you report should be associated with the days of operation on the program calendar you were previously approved to operate.

  5. We are a 1/2-day CSPP State Preschool on an LEA. We will be transitioning to a Hybrid Schedule. For the CDD-801A reporting, is there guidance on how to keep track of the student days of enrollment when they will be doing both distance learning and in-person learning on campus? (Posted 11/12/20)

    There is currently no tracking for days of enrollment on the CDD-801A. If a child receives distance learning and/or in-person learning, they should be reported on the 801A.

  6. How do we report enrollment on the 801A for children who are participating in distance learning services? (Posted 12/16/20)

    On the CDMIS 801A, report all enrolled families who are receiving distance learning services as in attendance, just as you would if they were receiving in-person services.

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Child Care and Development Block Grant (CCDBG)/Child Care Development Fund (CCDF) State Plan

  1. When is the stakeholders' input session for Early Learning and Care (ELC) Stakeholders? (Posted 2/10/21)

    The ELC Stakeholders Input Session was previously held on January 8, 2021. However, there are other opportunities to provide input. You can submit comments to the dedicated email box at statepln@cde.ca.gov through March 16, 2021. Additionally, the CDE will be hosting a virtual public hearing the week of March 1, 2021. More information about the public hearing will be going out in an email to the ELC listserv within the next few weeks.   To join the ELC listserv, follow the instructions on the email index web page.

  2. When is the input session for the Tribal partners? (Posted 2/10/21)

    The Tribal Partners Input Session was previously held on January 15, 2021. However, there are other opportunities to provide input. You can submit comments to the dedicated email box at statepln@cde.ca.gov through March 16, 2021. Additionally, the CDE will be hosting a virtual public hearing the week of March 1, 2021. More information about the public hearing will be going out in an email to the ELC listserv within the next few weeks.   To join the ELC listserv, follow the instructions on the email index web page.

  3. Is the CCDF 2022-24 State Plan preprint available? (Posted 2/10/21)

    The CCDF State Plan web page is currently being updated to include information for the 2022-24 Federal Fiscal Year including the plan preprint. Check back regularly for updates and other information about the timeline and upcoming activities related to the submittal of the CCDF 2022-24 State Plan.

  4. Will there be a public hearing for the 2022-24 CCDF State Plan?  (Posted 2/10/21)

    Yes. The CDE is currently preparing for a virtual public hearing during the week of March 1, 2021. More information about the public hearing will be going out in an email to the ELC listserv within the next few weeks. To join the ELC listserv, follow the instructions on the email index web page.

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Distance Learning

  1. When will distance learning plans be due? (Posted 9/15/20)

    Please refer to Management Bulletin 20-17. The distance learning plan must be submitted by the survey link External link opens in new window or tab. provided in that management bulletin. If you would like a copy of the survey questions in order to prepare the plan prior to completing the survey, please contact your assigned ELCD, PQI regional consultant. The distance learning plans are due on or before October 1, 2020.

  2. If programs on LEA campuses are only providing distance learning, is that considered open and operational? (Posted 9/15/20)

    Direct contract programs, (including the California State Preschool Program (CSPP), General Child Care (CCTR), and California Migrant Child Care (CMIG), that are operated on an LEA campus, may physically close and continue to be funded when the LEA site has determined it will not open. All enrolled children and families will engage in developmentally appropriate activities through a distance learning format. ​ 

    Once the LEA or the state or local public health agency decides its campus(es) are safe to reopen, the programs on the respective LEA campus(es) must physically reopen as well.

  3. How will we collect and report attendance for Distance Learning in a Hybrid or full-time Distance Learning model? (Posted 9/15/20)

    On the CDNFS Fiscal and Attendance report form (CDNFS 8501 or CDNFS 9500). Only report those days of attendance in which the child is physically being served in the classroom. For the CDMIS reports, please report enrolled families if you are providing in person or distance learning. Do not report enrolled families if you are not providing either distance learning or in person services.

  4. The guidance for provider payments during distance learning for school age children, does the guidance also apply to CalWORKS Stage 1? (Posted 9/25/20)

    At CDE, we do not administer CalWORKS Stage 1. Please contact your local county welfare department, or our partners at CDSS.

  5. We have some families that have chosen not to attend and their 12 months of eligibility is not up yet. Are we required to provide distance learning to these families? (Posted 9/25/20)

    Yes, any family participating in a direct contract program that has elected to shelter in place should be offered distance learning opportunities.

  6. When our direct contract program reopens and a family makes a choice to continue distant learning services, are we able to continue services with this family? (Posted 9/25/20)

    Yes, if a family elects to shelter in place during COVID-19 and participates in distance learning services, they shall retain their eligibility for no less than 12 months.

  7. Where can I find the survey linked to the distance learning plan? (Posted 9/25/20)

    The survey is linked in the distance learning MB 20-17.

  8. Can you clarify the 45 minute maximum requirement per session? If we have two 30 minute sessions per day are we over that maximum? (Posted 9/25/20)

    Contractors are provided flexibility on this issue. As long as the maximum minutes per session is met. Contact your assigned Regional consultant for further discussion.

  9. If our program already submitted and had approval for our distance learning services back in April, will we be required to submit another one in response to MB 20-17? (Posted 9/25/20)

    Yes, please complete the template provided in Management Bulletin 20-17.

  10. Is there any guidance regarding use of Best Interest days for students who are distance learning? (Posted 10/14/20)

    Best Interest (BI) days are specific to attendance for in-person learning. Therefore, BI days do not apply for distance learning, currently. If you have more questions regarding a specific family and BI days, please contact your assigned Regional consultant. Also, refer to Management Bulletin 20-17 for more information.

  11. We have some students in our program who are not attending in-person learning due to COVID-19. Should we continue to do provide outreach to these families? Some of them we haven't seen since March. (Posted 10/14/20)

    Yes, be sure to follow your distance learning plan to reengage families whom you've not been able to reach in more than an week and document your efforts. More information can be found in the Program Quality/Outreach components listed in MB 20-17. Remember, contractors should work with their families to ensure continued enrollment.

  12. Can you please explain the virtual learning minutes from MB 20-17. Do these minutes need to be offered daily or weekly? (Posted 10/14/20)

    There is not a minimum amount of time set for offering distance learning opportunities through on-line platforms, i.e. virtual learning. This is not required to be offered to families, and all distance learning opportunities should be offered in the preferred method of the family. Many families, as well as providers, may not have access to the technology needed to participate in virtual learning. Contractors may provide distance learning through a variety of methods, including, but not limited to home activity packages, lending libraries, phone calls, text messages, emails, online learning platforms, and/or videos.

  13. We are only offering distance learning. Do we terminate enrolled families who do not want to participate? (Posted 10/15/20)

    No, families are not required to participate in distance learning opportunities and must not be disenrolled. When a family is absent from distance learning for more than a week, the contractor must attempt to reengage the family, and document reengagement efforts.

  14. Can CDE provide an example of the way a program would keep track of the amount of time a family and child participated in distance learning services? Is CDE looking for a number of minutes or hours or would it actually be the number of times a family participated in distance learning services? (Posted 10/15/20)

    You should just track whether a family participates in distance learning opportunities, including the dates. We are not looking for a number of minutes or hours.

  15. Does the maximum screen time apply to school-age children? If so, the guidance does not provide for this age group. (Posted 10/15/20)

    No, the maximum screen time guidance in MB 20-17 does not apply to school-age children.

  16. The MB on Distance Learning (MB 20-17) says we need to offer teacher interactions. If we are not required to use online services, like Zoom or Google Classroom, then how do we do this? We are offering learning packets right now. (Posted 10/15/20)

    The MB 20-17 showcases that there are various ways contractors can engage children and families, as you are required to contact families a minimum of once per week. This can be done by telephone, text, email, etc, and learning packets meet this requirement.

  17. Is it correct that families can request Distance Learning services, and if they do, we must provide Distance Learning services? (Posted 10/15/20)

    Yes, if an enrolled family is choosing to sheltering-in-place, distance learning opportunities must be provided.

  18. The MB 20-17 indicates that it is in regard to direct service contractors only. Does this include or exclude contractors who hold CFCC contracts? (Posted 10/15/20)

    This MB 20-17 includes contractors who hold CFCC contracts.

  19. Our preschool is providing 100% distance learning. Will we be reimbursed for services? (Posted 10/15/20)

    If the preschool is closed because there is a local or state public health order related to COVID-19 and specific to early learning and care, then yes. If the preschool is closed and there is not a health order requiring closure, then no. Please see MB 20-18 for more information.

  20. We are a direct service contractor. For our Distance Learning students; we are contacting the parents to obtain sign-in sheet signatures through a variety of methods. How should I attempt document attempts to obtain signatures? (Posted 10/15/20)

    For direct contract providers, signatures are not needed for Distance Learning students. However, Distance Learning contractors are required to keep records that include the activities planned for distance learning services, and the amount of time each family and child have participated in distance learning services.

  21. Are contractors required to offer virtual distance learning services for children and families who are not receiving in person services? (Posted 10/16/20)

    While distance learning services are required to be offered for children and families that are not receiving in person services, the distance learning services may be offered in a variety of ways. These services are not required to be offered virtually through the use of technology, and all distance learning services should be offered in the preferred method of the family. Many families, as well as providers, may not have access to the technology needed to participate in virtual learning, as opposed to other methods of distance learning. Contractors may provide distance learning through a variety of methods, including, but not limited to home activity packages, lending libraries, phone calls, text messages, emails, online learning platforms, and/or videos.

    Distance learning services must be culturally, linguistically and developmentally appropriate for the children in the program. For resources on virtual learning in early learning and care settings, please see the following:
    The United States Department of Education’s Guiding Principles for Use of Technology with Early Learners web page External link opens in new window or tab.
    The NAEYC use of technology and media position statement and examples of effective practice resources web page External link opens in new window or tab.

  22. If we are open for in person services and 1 or 2 families continue to shelter in place, are we required to do distant learning for just those families? (Posted 10/16/20)

    Direct service contractors are required to provide distance learning services for any family who is not receiving in person services, including for families who are sheltering in place due to the COVID-19 pandemic. Contractors may provide distance learning through a variety of methods, including, but not limited to home activity packages, lending libraries, phone calls, text messages, emails, online learning platforms, and/or videos.

  23. Is it possible to get a copy of the distance learning plan template in order to prepare the distance learning plan prior to submitting the survey? (Posted 10/16/20)

    The distance learning plan must be submitted via the survey link in MB 20-17 External link opens in new window or tab.. If you would like a copy of the survey questions in order to prepare the plan prior to completing the survey, please contact your assigned ELCD, PQI regional consultant.

  24. How do we document attendance for children and families who are participating in distance learning services? Do we need parent signatures? (Posted 10/16/20)

    Because direct service contractors are being reimbursed based on enrollment, and not attendance, the contractor will not be penalized for missing signatures on the sign-in and sign-out sheets for distance learning and will be reimbursed at the lesser of 100 percent MRA, or net reimbursable program costs.

    Direct service contractors are required to keep records that include the activities planned for distance learning services, and the amount of time each family and child have participated in distance learning services.

  25. Once our preschool programs reopen, can we offer distance learning services to families who are not comfortable sending their children back to preschool and continue to shelter in place due to the COVID-19 pandemic? (Posted 10/16/20)

    Yes, direct service contractors are required to provide distance learning services for any family who is not receiving in person services, including for families who are sheltering in place due to the COVID-19 pandemic.

  26. Can a part day CSPP offer children and families a hybrid model which includes a combination of in person services and distance learning services? (Posted 10/16/20)

    Yes. Because families whose children are enrolled in a part-day CSPP do not have a certified need, part-day CSPP contractors are encouraged to develop models that provide in-person services to as many children as possible. Contractors may elect to offer enrolled children and families a combination of alternating both in person and distance learning services in order to provide some level of in-person services to all enrolled children and families.

  27. MB 20-17 indicates that it is in regard to direct service contractors. Does this include contractors who hold CFCC contracts but who do not provide direct services (i.e. the CFCC provides payment to FCCHEN providers, but are not themselves a FCCHEN provider)? (Posted 10/16/20)

    A CFCC contract is a direct service contract type. The CFCC contractor is required to collaborate with the FCCHEN provider to deliver distance learning services for the subsidized children and families that are receiving services from the FCCHEN provider.

  28. If my distance learning plan was approved last Fiscal Year, do I need to submit another one? (Posted 10/16/20)

    Yes. The emergency response plan submitted during Fiscal Year 2019-20 did not address all of the requirements for offering distance learning services for children and families who are not receiving in person services, as described in MB 20-17. All direct service contractors who are offering distance learning services are required to submit the distance learning plan to the CDE, ELCD.

  29. We are reopening in one week but have provided distance learning for the past two weeks. Do I need to submit the distance learning plan since I am reopening physically in a week? (Posted 10/16/20)

    Yes. When a contractor has been closed due to the COVID-19 pandemic and has been paid to be operational, a distance learning plan must be submitted to the CDE, ELCD via the survey link in MB 20-17 External link opens in new window or tab..

  30. How should contractors record the amount of time each family and child have participated in distance learning services? (Posted 10/16/20)

    Direct service contractors should develop a system for recording the family’s and child’s participation in distance learning services. As an example, teaching staff can keep a written log of the activities and times distance learning services were offered that includes the date, length of time and the names of the families and children who participated.

  31. If we are offering a hybrid model of 2 days in-person services and 3 days of distance learning services, are we required to submit a distance learning plan? (Posted 10/16/20)

    Yes, direct service contractors are required to submit a distance learning plan when providing distance learning services for any family who is not receiving in person services on their certified days of enrollment.

  32. When a family doesn’t participate in distance learning services and is sheltering in place due to the COVID-19 pandemic, do agencies keep the family enrolled? (Posted 10/16/20)

    Yes. Families are not required to participate in distance learning services and must not be disenrolled. When a family is absent from distance learning for more than a week, the contractor must attempt to reengage the family, and document reengagement efforts.

  33. Can teachers conduct outreach and communication activities with parents through an online platform or does the check in need to be a phone call? (Posted 10/16/20)

    Direct service contractors must ensure that families are able to fully engage in distance learning services, and shall solicit information from the family on the available resources and methods they have. Contractors must provide services in the preferred method of the family.

  34. Can you clarify the 45 minute maximum time frame for virtual learning per “session”? (Posted 10/16/20)

    A “session” refers to the amount of time the child is enrolled in the program on a daily basis. When a contractor chooses to offer virtual learning opportunities, the maximum appropriate time frame of 45 minutes for preschool age children is a total of 45 minutes daily. The contractor may offer one 45 minute virtual learning opportunity daily, or multiple virtual learning opportunities daily, that when combined total no more than 45 minutes in a day.

  35. What are the requirements for the minimum amount of time for virtual learning for preschoolers? (Posted 10/16/20)

    There is not a minimum amount of time set for offering distance learning services through virtual learning. Contractors are not required to offer virtual learning to children and families, and all distance learning services should be offered in the preferred method of the family. Many families, as well as providers, may not have access to the technology needed to participate in virtual interactions. Contractors may provide distance learning through a variety of methods, including, but not limited to home activity packages, lending libraries, phone calls, text messages, emails, online learning platforms, and/or videos.

  36. When conducting virtual interactions with children and families, can we include live and pre-recorded sessions? (Posted 10/16/20)

    Yes. Contractors may offer distance learning services through both live virtual interactions and videos.

  37. Our site is closed for two weeks due to COVID-19. Are we required to do distance learning, even if the teachers have to remain at home? (Posted 11/12/20)

    Yes, direct service contractors are required to provide distance learning services for any family who is not receiving in-person services, for example, when the site is closed. Contractors may provide distance learning through a variety of methods, including, but not limited to home activity packages, lending libraries, phone calls, text messages, emails, online learning platforms, and/or videos.

  38. If our school offers in-service instruction (full-time or hybrid), the child is age eligible for TK-12, and the parent does not choose to send the child to school, do we only reimburse the days and/or hours that in-service instruction is not made available to the child? (Posted 11/12/20)

    If children are participating in a hybrid model (in-person instruction and distance learning) the program will only be reimbursed for the time that children are not receiving in-person instruction.

  39. What is the guidance/directive in how we conduct a parent conference for an enrolled family that is "distance learning" but not participating in the distance learning opportunities or communicating consistently with staff? (Posted 11/23/20)

    Families are not required to participate in distance learning services and must not be disenrolled. When a family is absent from distance learning for more than a week, the contractor must attempt to reengage the family, and document reengagement efforts.

  40. We have a family that does not speak one of the predominantly spoken languages in our program. Is the program required to support the child and family in their primary language? (Posted 11/23/20)

    Yes, according to Title 5 Section 18273, the program approach must meet the developmental, linguistic, and cultural need of children and families being served.

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Eligibility

  1. After June 30, 2020, can parents be certified for childcare services if they are attending online classes?

    Yes, parents can be certified for childcare services if they are attending online classes, in accordance with Title 5 (5 CCR) section 18087(e) and 18087(k) regulations.

  2. With the addition of the federal weekly benefit provided to families from the government, there is an adverse effect on families qualifying to participate in our program. Must we calculate the weekly amount into the equation? Or only calculate the unemployment collected and leave out the benefit?

    Any unemployment compensations received by families in the pandemic, including the Federal Pandemic Unemployment Compensation, the Pandemic Emergency Unemployment Compensation (which allows families to receive unemployment benefits for several additional weeks after they have reached maximum), the Pandemic Unemployment Assistance (which is a new category of unemployment compensation for those not normally qualified to receive unemployment, e.g. self-employed and gig workers), and regular unemployment compensation are treated as countable income. This income can be treated sporadic or occasional and spread over 12 months.

  3. Do we count the federal COVID-19 stimulus payment when determining income eligibility?

    No. The Economic Impact Payment, or also known as Stimulus Payment, is considered to be a tax credit and is not counted as “income” for purposes of any federal benefits or any state benefit paid for in whole or in part with deferral funds, according to 5 CCR 18078(a)(5).

  4. If programs are open with a reduced capacity, are we still required to recertify families who are not attending in-person learning? For our program that is currently opened, is distance learning required and how much time is required? (Posted 9/25/20)

    In order for families to participate in the program, whether receiving in-person or distance learning, they must be certified. Please know that the certification/recertification process has not changed. Contact your assigned Regional consultant if you have additional questions about the certification process.

  5. Are we able to enroll a new child and allow for them to do distance learning from their first day? Are we able to enroll new families who are willing to attend in-person? How do we prioritize these children? (Posted 9/25/20)

    Yes, contractors may enroll new families for in-person learning, or for distance learning services, based on what the family chooses. Please refer to Management Bulletin 20-18 that speaks to how to prioritize families and we encourage that those programs who can provide in-person learning to the fullest capacity that they are allowed. A family that has presented with the option for in-person learning opportunities and still chooses to do distance learning, may do so.

  6. If the child turns 3 years old in January 2021, they can be enrolled after their 3rd birthday? (Posted 12/16/20)

    Yes, according to 2020-21 CSPP Funding Terms and Conditions, children who turn 3-years-old on or after December 2 of the fiscal year, maybe enrolled in CSPP on or after their 3rd birthday.

  7. I have a family that is certified for CSPP full-time. They would now like to stay home due to COVID-19. Do we now reduce their hours and issue them a new Notice of Action (NOA)? (Posted 2/10/21)

    If they would like to stay home and do distance learning, this is allowable. You would not need to reduce hours via an NOA, you would just move them to the distance learning program, make a notation on their file, and offer the in-person instruction spot according to the priority criteria listed in MB 20-18. The contractor should inform the family that if and when they are ready to return, it will be dependent on availability.

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Emergency Childcare

  1. Can families still get emergency help for childcare? (Updated 5/25/2021)

    As specified in MB 21-08, AB 82 authorized additional funding for CAPP and CMAP contractors to enroll additional families into Emergency Childcare services until June 30, 2022, or until funding is exhausted. CAPP and CMAP contractors should have received allocations for providing Emergency Childcare services. If you have questions, contact your assigned fiscal analyst. The fiscal analyst directory can be accessed at the Fiscal Apportionment Analyst Directory web page.

  2. As a full day, center-based program, we have been closed. As we begin to enroll, do essential workers need to meet "normal" eligibility guidelines?

    According to Management Bulletin 20-14, new enrollments in Emergency Childcare cannot occur after June 30, 2020. All new enrollments for program year 2020-21 would need to meet typical need and eligibility requirements.

  3. What if we already started enrolling families in emergency childcare? (Posted 4/23/2021)

    Contractors must wait for the guidance as families enrolling into emergency childcare must meet the requirements for both eligibility and need for services. Families will self-certify their population status, eligibility, and need for services using the COVID-19 self-certification form that is included in the forthcoming MB.

  4. When there is more than one parent included in the family size, is each parent required to complete the COVID-19 Self-Certification for Emergency Childcare Services form when being enrolled? (Posted 05/25/2021)

    Yes. Because each parent included in the family size is required to meet eligibility requirements, each must complete a form to indicate their eligibility status as an essential worker or at-risk population.

  5. When enrolling new families in temporary emergency childcare, can we ask for verification of income and/or employment status? (Posted 05/25/2021)

    No. AB 86 requires that families submit a self-certification of their eligibility and need for emergency childcare services. No other documentation of eligibility and/or need can be requested.

  6. When extending services for families that are currently enrolled in emergency childcare services, are we required to have the family re-enroll using the self-certification process? (Posted 05/25/2021)

    No. Families who are already enrolled and are receiving emergency childcare services must receive an automatic extension of those services through June 30, 2022. The contractor must issue a Notice of Action, or the Emergency Childcare extension letter that can be located via the link in MB 21-08.

  7. If a family that was previously enrolled in Emergency Childcare services has since disenrolled wishes to return, are they eligible for an automatic extension of Emergency Childcare services? (Posted 05/25/2021)

    No. Families who have disenrolled from Emergency Childcare services are considered a newly enrolling family and must complete a self-certification of eligibility for services. Families are enrolled in the priority order set forth in MB 21-08.

  8. Is use of the existing COVID form application okay as it has all of the original information? (Posted 05/25/2021)

    The self-certification for COVID-19 Emergency Childcare services that is attached to MB 21-08 should be used for enrolling families into Emergency Childcare. Prior versions of the form do not contain all of the required elements necessary for enrolling families. The form can be accessed at Self-Certification of Eligibility for COVID-19 Emergency Child Care form.

  9. We have been reading MB 21-08 and want clarity on the current essential families enrolled. Are we supposed to just extend the current essential families out to 6/30/22 with our existing essential funding OR do we have to transition the existing essentials to CAPP if we have funding? (Posted 05/25/2021)

    Contractors are not required, but are encouraged to transition families that are eligible for Emergency Childcare services into CAPP if the contractor has funding available to support the transition. However, families enrolled in Emergency Childcare may continue to receive those services until June 30, 2022.

  10. Can we collect birth dates and an actual schedule of child care need in addition to the total hours? (Posted 05/25/2021)

    The Self-Certification for COVID-19 Emergency Childcare has been revised to include the children’s birthdates. While this form only allows for the parent to include the total number of hours requested, the contractor should work with the family to determine the schedule for services and include the hours on the NOA, or letter.

  11. The application also has medical incapacity, and seeking employment. Are we able to enroll families on seeking employment and medical incapacity? (Posted 05/25/2021)

    The requirements set forth in AB 82 include that families meet the eligibility and need requirements set forth in EC 8263, which include seeking employment and medical incapacity as need requirements, therefore those families can enroll under one of those categories.

  12. How about requiring a signature on the self-certification form? Many software programs require that. (Posted 05/25/2021)

    The Self-Certification for COVID-19 Emergency Childcare has been revised to include the parent’s signature.

  13. Can Emergency Childcare services be extended to 13-year old children of essential workers? (Posted 05/25/2021)

    In accordance with the Funding Terms and Conditions of ELC contracts, children who have reached their thirteenth birthday are ineligible for subsidized services at initial certification or recertification, except children with exceptional need or children with severe disabilities. These children may be served to age twenty-one, as specified in Education Code (EC) Section 56026, and California Code of Regulations, Title 5 (5 CCR) Section 18089.

  14. MB 21-08 states new families can appeal their assessed family fee when approved for Temporary Emergency Child care. When appealing do they submit actual proof of income? Or will they just submit a new self-certification and appeal notice? (Posted 05/25/2021)

    The family would submit a revised Self-Certification for COVID-19 Emergency Childcare. No other documentation can be requested from the family.

  15. How do families self-certify the child is a survivor of domestic violence? (Posted 05/25/2021)

    The Self-Certification for COVID-19 Emergency Childcare includes a section for families to self-certify that the child is a survivor of domestic violence. No other documentation can be requested from the family.

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Enrollment Reporting

  1. I am a center-based program who is requesting an emergency closure beginning March 17, 2020. How do we report the days of enrollment for those children enrolled with a variable schedule on the March report?

    The MB 20-11 instructs contractors who closed mid-March to report the days of enrollment as if they remained open. Typically, center-based contractors can only report the days of enrollment and days of attendance for variable schedule children on the days they were present in the program. Therefore, under typical circumstances, a center-based contractor would not have the days of enrollment or attendance to report for children enrolled with a variable schedule when they are closed. However, due to how the CDE is calculating the emergency closure credits for mid-March, i.e. providing the days of attendance credit at the same rate in which the child with a variable schedule attended previously, the agency must report the days of enrollment for the child enrolled with a variable schedule assuming the child attended the program at maximum certified hours of care.

  2. We opened our program on August 24th, but some of our families have decided to keep their children home. Can we still get credit for their days of enrollment if we provide learning activities for them to do at home? (Posted 9/15/20)

    Yes, generally you will report all enrollments, regardless of attendance if you are open.

  3. We opened our program in July, so we should not report Total Enrollment, but Actual attendance? (Posted 9/15/20)

    You will report all enrollment as if you were open on the days approved on your initial program calendar, but if no children are receiving in-person learning, you will report zero attendance. Only children receiving in-person learning should be reported as attending.

  4. Our attendance is low, and our enrollment is also low. Will our payments be impacted? (Posted 9/15/20)

    Your payment will be calculated by comparing total reimbursable costs and total contract amount. If enrollment is low in Fiscal Year 2020-21, your payments will not be impacted by low enrollment.

  5. Can you address how our CSPP is being funded for 2020-2021? (Posted 9/15/20)

    For Fiscal Year 20-21, the CSPP contract amount is generally the same amount as your Fiscal Year 2019-20 contract. There are some exceptions to this, but your agency would be aware of any exceptions.

  6. Will the new attendance reporting policy be in writing? (Posted 9/15/20)

    Reporting requirements will be released through Management Bulletins. We will also update our CDNFS fiscal handbook, which will detail how to report as well.

  7. Will there be new forms for CSPP to confirm eligibility? For example, we have families that are now unemployed, who do not qualify for unemployment. How do we certify them. Self Certification? (Posted 10/15/20)

    No, eligibility criteria has not changed. If you have further questions, please reach out to your assigned Regional consultant for technical assistance.

  8. When coding attendance: if a child is absent due to "possibly" being in contact with someone with COVID-19, is it still considered an excused absence? (Posted 10/15/20)

    Yes, that is considered an excused absence and under illness or quarantine of child or the parent, or family emergency due to shelter-in-place.

  9. How will allocations be affected when our Days of Enrollment will be much higher than Days of Attendance due to Distance Learning? Usually, the flex factor would apply. (Posted 10/15/20)

    For Fiscal Year 2020-21, reimbursement is based on the lesser of MRA or net program costs. Therefore, your attendance percentage will not be taken into consideration for purposes of determining contract earnings and reimbursement in FY 2020-21.

  10. Has the recertification process changed? (Posted 10/15/20)

    No, the certification/recertification process has not changed. In order for families to participate in the program, whether receiving in-person or distance learning, they must be certified/recertified. Contact your assigned Regional consultant if you have additional questions about the certification process.

  11. Will families who are homeless continue to be prioritized for immediate enrollment? (Posted 10/15/20)

    No. For information on prioritizing in-person services for families please refer to MB 20-18. In the MB, you can go to the section "Prioritization for Services" to see the order in which to prioritize families for in-person services.

  12. Can the additional sixteen (16) non-operational days be used for AP provider vacations (non-COVID-19 related)? (Updated 4/21/21)

    No. The additional non-operational days authorized by SB 820 and AB 82 are for to be used for COVID-19 related closures only.

  13. If a family is now receiving full-time childcare services during normal school months, but was initially assessed for part-time. Should the family be billed for full-time or part-time for their family fees? (AP Programs) (Posted 10/15/20)

    School-age families should be assessed a vacation schedule and school schedule for family fees at initial enrollment. The family should pay the "vacation" schedule while receiving full-time in-person early learning and care services. When the family transitions to in-person TK-12 services, then the family should pay the fees required during the "school" schedule.

  14. We were recently selected as a new contractor. Can we choose to take the risk and legally provide care under the CCTR contract for Waiting families now? (Posted 12/16/20)

    New contractors should not provide services and care prior to having an executed (i.e. signed) contract in place, as it puts the contractor at financial risk.

  15. How do we report the days of enrollment and days of operation for FY2020-21? (Posted 12/16/20)

    On the CDNFS Fiscal and Attendance Report, contractors can use the following table to determine how to report days of enrollment and days of operation. 

    Days of Operation FY 2020-21

    CDNFS Report Field July 1, 2020 - September 7 2020 September 8, 2020 - June 30, 2021
    Days of Operation Contractors preparing for a safe reopening must report the days of operation previously approved by the CDE and indicated in the program calendar, regardless of whether the program was open to provide in-person care to children.

    *Report days of operation that the program is:

    (a) physically open and providing in-person services for children and families; or

    (b) not physically open due to written local or state public health guidance or orders; or

    (c) not physically open due to being on an LEA campus that is closed, and the LEA is requiring the closure in accordance with EC8209(f)(1)(C)(i).

    *Programs will not be funded if they do not meet the criteria for (a), (b), or (c). If they do not meet these criteria, they must submit a calendar to ELCD, and we must revise the contract to reduce the days of operation AND prorate the MRA accordingly. Contractors will not report days of operation for this time period.

    Days of Enrollment FY 2020-21

    CDNFS Report Field July 1, 2020 - September 7, 2020 September 8, 2020 - June 30, 2021
    Days of Enrollment Contractors closed during this time period to plan for a safe reopening, as well as contractors who were open and providing distance learning or in-person care, should report enrollment for all children associated with the days of operation originally planned for the agency as indicated on the approved FY 20-21 program calendar.

    * Report all enrollment, including those who are attending in person and distance learning, associated with days of operation only for enrollment on days where the program is:

    (a) physically open and providing care or

    (b) days the program is not physically open due to a written state or local public health guidance order.

    (c) not physically open due to being on an LEA campus that is closed and the LEA is requiring the closure in accordance with EC 8209(f)(1)(C)(i).

    *Programs will not be funded if they do not meet the criteria for (a), (b), or (c). If they do not meet these criteria, contractors will not report the days of enrollment during this time.

  16. Do CSPPs prioritize families for in-person services by the agency as a whole, or by site/classroom? (Posted 1/8/21)

    CSPPs shall prioritize families for in-person services across the agency as a whole. Families with first priority shall be offered in-person services at any site/classroom across the agency that has capacity for serving the family. Families with first priority have the right to decline placement at the site/classroom, and remain on the waitlist until a space comes available that is suitable to their needs. In this case, the agency would offer services to the family with the second highest priority.

  17. When updating our status in the My Child Care Plan database, is the vacancy based on our old vacancy (before COVID-19) or it is still based on the current status? (Posted 2/10/21)

    The vacancy should be based on your current status.

  18. Why can't I find my school when I search for it on Mychildcare.ca.gov External link opens in new window or tab.? (Posted 2/10/21)

    Please contact your local Resource and Referral (R&R) agency to determine what the issue is. Please consult the list of R&R agencies web page.

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Essential Workers

  1. Are the essential worker funds received in the 2020-21 fiscal year considered roll-over funds in CAPP? (Posted 5/25/21)

    Essential worker funding received in FY 20-21 is considered one-time funding and will not roll over as part of your FY 2021-22 contract's Maximum Reimburseable Amount (MRA). However, all CAPP contractors received a contract extension to their CAPP contract in the amendment that was received around Apirl 9. This allows you to continue to expend the unused portion of the essential worker funding through June 30, 2022.

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Family Fees

  1. Do we charge parents September 2020 family fees?

    If the family is receiving in-person services in the month of September, then yes, the family would need to pay a September family fee.

  2. Will family fees be waived during distance learning? (Posted 9/15/20)

    Family fees will be waived for families where all children in the family enrolled in subsidized early learning and care services remain at home, either for distance learning, or families sheltering-in-place, where all children are not receiving in-person services. When the family returns to or begins in-person services, the assessed family fee would begin the first day the family indicates they will return to in-person services.

  3. Do we need to reimburse the families if they had paid fees for July? (Posted 9/15/20)

    Yes, families must be reimbursed, either through an issuance of payment or a credit. Family fees are suspended for the months of July and August. Contractors must notify families and providers that the fees for July and August have been waived.

  4. I understand that family fees were waived for July and August. However, is this only for programs that are open? (Posted 9/15/20)

    No, family fees for July and August were waived for all programs; that includes both open and closed programs.

  5. I have a family who has given us notice that they are leaving the country on 9/22/2020. Must I still notify them that they must pay the September fee? (Posted 9/25/20)

    If the family is receiving in-person services in the month of September, then yes, the family would need to pay a September family fee.

  6. Could you please verify that we will not charge fees for distance learning, until the child starts attending in person? (Posted 9/25/20)

    Yes, family fees that are waived for distance learning and families sheltering-in-place. This information is in SB 820, an email released to the ELCD email distribution on September 15, 2020, and will also be captured in a forthcoming Management Bulletin.

  7. When one child in the family is receiving distance learning and one child is receiving in-person learning, am I correct that we will charge fees to the family? (Posted 10/14/20)

    Yes, that is correct. The family fee is only waived when all children in the family are receiving distance learning services.

  8. Was a Notice of Action (NOA) required to inform families of family fee reimbursement or could we have informed them in another way? (Posted 10/14/20)

    No. If families have already been refunded or credited for future services, contractors were only required to maintain documentation for review; there is no need to issue an additional Notice of Action (NOA). We released information through our ELCD email distribution list on September 15, 2020 with this information, and more information is forthcoming in a Management Bulletin.

  9. What if a family pays full-time fees, but decides mid-month not to bring the child in person and prefers distance learning, do we have to give the credit next month by adjusting the fees to part-time? (Posted 10/15/20)

    Family fees will not be adjusted for absences in instances in which a family is certified for full-time care, and intended, at the time of paying the fee, to use in-person services, but does not attend for all of their certified hours in any given month. They can notify the contractor that they plan to shelter-in-place for the next month and have their fees waived before paying the family fee.

  10. We had to close our center for two weeks, due to direct exposure from employee that tested positive for COVID-19. Do we need to credit/refund families with fees paid for the month of September? How do we calculate? (Posted 10/15/20)

    If the family paid a full-time family fee at the beginning of the month, the family should be refunded or credited the difference between the full-time fee and the part-time fee if the hours of in-person service due to the closure was less than 130 hours.  

    If part-time fees were paid at the beginning of the month and the direct service contractor or provider was closed unexpectedly, as long as some in-person care was provided, the part-time fees would still be applicable.

  11. Why is there a difference in the Family Fee Waiver process between CalWORKs Stage 1, CalWORKs Stage 2, CalWORKs Stage 3, and CAPP? (Posted 11/12/20)

    Each agency has different authority in administrating family fees to their programs. The CDE is bound by SB 820 in this regard, which states: "(iv) From September 1, 2020, to June 30, 2021, inclusive, family fees applicable for programs administered by the State Department of Education are waived only for families described in Section 8273.1 of the Education Code and families where all children in the family enrolled in subsidized early learning and care remain at home, either for distance learning or for families sheltering in place, subject to guidance from the Superintendent of Public Instruction and the State Department of Social Services."

  12. If a childcare provider closes for part of the month due to COVID-19, is the family fee waived completely for that month - even though some care was done during the month? (Posted 11/12/20)

    When the family paid a full-time fee at the beginning of the month as indicated in their NOA, but the provider was unexpectedly closed due to a written state or local public health order or guidance, the family should be refunded or credited the difference between the full-time fee and the part-time fee, if the hours of in-person service due to the closure was less than 130 hours. If part-time fees were paid at the beginning of the month and the direct service contactor or provider was closed unexpectedly, as long as some in-person care was provided, the part-time fees would still be applicable. Please see MB 20-19 for more information.

  13. Can we terminate families for not paying their family fees? (Posted 11/12/20)

    Families must pay fees or begin a payment plan with the agency. Per California Code of Regulations, Title 5, Sections 18115 and 18116 failure to meet the payment plan expectation, means that the agency will issue an NOA to the family for termination.

  14. Can AP contractors reduce a family's fee if a family is sheltering in place for part of a month? (Posted 11/12/20)

    No, family fees will not be adjusted for absences in instances in which a family is certified for full-time care, and intended, at the time of paying the fee, to use in-person services, but does not attend for all of their certified hours in any given month.

  15. Are we accepting family fees as of October 2020? (Posted 11/12/20)

    It will depend on the service that your program is offering. Starting September 2020, family fees will be waived for families where all children in the family enrolled in subsidized early learning and care services remain at home, either for distance learning or families sheltering-in-place. For all other services, family fees will be collected. Please review MB 20-19 for further clarification.

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Fiscal Reporting Forms

  1. We have a question about our Child Development and Nutrition Fiscal Services 8501/9500 fiscal and attendance reports. We received emergency closure credit. For the 4th Quarter report, if the contractor partially open during that time, do we add actual attendance and emergency closure credit? (Posted 9/15/20)

    Please contact your fiscal analyst for technical assistance on how to use your approval letter and report your emergency closure credits on the Child Development and Nutrition Fiscal Services 8501/9500 fiscal and attendance reports.

  2. How should direct contract programs estimate what their payments will be? (Posted 9/15/20)

    Payment will be based on the lesser of total costs reported on CDNFS report forms and the total contract amount.

  3. Should we not report attendance for children when they receive distance learning? (Posted 9/15/20)

    On the CDNFS Fiscal and Attendance report form (CDNFS 8501 or CDNFS 9500), you are correct. Only report those days of attendance in which the child is physically being served in the classroom.

  4. Will the CDNFS Form 9500 form change at all this year? (Posted 9/25/20)

    The data fields on the CDNFS report forms have remained the same. Days of attendance on the CDNFS report forms should only reflect those days in which the child was expected to physically attend the program (and can include excused absences). Do not report the days of attendance for any children participating in distant learning activities.

  5. If we had in a given month with 50 children receiving in-person learning and 50 children receiving distance learning, the number on the days of attendance is 50 X 21 days of operation in the month, multiplied by the adjusted factor? Or would the number just be just the number of children attending that month? (Posted 9/25/20)

    If you have 50 children who are receiving in-person learning and 50 children who are receiving distance learning, you will report a total of 100 child days of enrollment (per day) but would only report 50 child days of attendance (per day) for those children who were actually learning on-site. You would report those children in the appropriate time-base and age categories for adjustment factors.

  6. When will the CDNFS 2020-21 reporting forms will be made available? (Posted 9/25/20)

    The Fiscal Year 2020-21 CDNFS Fiscal and Attendance Report forms for the California State Preschool (CSPP), General Child Care (CCTR) and Migrant Child Care (CMIG) contracts will be submitted electronically through the CPARIS site. The CDNFS developed a user manual (DOCX) related to this. Please contact your Fiscal Analyst or CPARIS support if you have any questions.

  7. Do we count on the fiscal report for attendance, if the child did not attend physically? (Posted 9/25/20)

    If the child is expected to be attending in-person, the agency should follow their normal excused absence policy to determine how to report that child. If the child who is supposed to be receiving in-person learning is absent and has an excused absence per your agency's policy, then your backup documentation should indicate an excused absence for that day and that day should be counted as a day of attendance for our reporting. Children who are receiving distance learning should be counted toward enrollment, but should not be counted for attendance. If you have specific questions, please contact your assigned Regional consultant.

  8. How should we complete the 1st quarter report (CDNFS 8501) for our centers? At this time there is no attendance being taken since children are not physically attending. (Posted 9/25/20)

    You will report all enrollment as if you were open on the days approved on your initial program calendar, but if no children are receiving in-person learning, you will report zero attendance. Only children receiving in-person learning should be reported as attending.

  9. If a family is enrolled and chooses to shelter-in-place, can they be claimed Absent and therefore counted as days of enrollment? (Posted 9/25/20)

    If a family is choosing shelter-in-place, and participate in distance learning, they will be included in enrollment for the CDNFS reporting, but should not be counted as being in attendance.

  10. If our direct-service program is not fully enrolled, will our program reimbursement be affected? (Posted 9/25/20)

    Assuming the requirements of EC 8209 are met, enrollment and attendance will not be taken into consideration when determining reimbursement. You therefore do not need to be concerned with low enrollment this year. Reimbursement will be based on the lesser of your total contract amount and net reimbursable costs reported to CDNFS. For Fiscal Year 2020-21, contract reimbursement will be based on the lesser of contract MRA or net program costs. Therefore, enrollment will not be taken into consideration when determining contract reimbursement. Please contact your fiscal analyst regarding reimbursement amounts.

  11. We submit our program's CDNFS 8501 report quarterly. Do we need to submit it monthly now? (Posted 9/25/20)

    The reporting deadlines have not changed. If your contract indicated a clear status, your contract requirement is to report quarterly. You may choose to report monthly if you wish. If you report monthly, it must be a complete report in order for it to be accepted by CDNFS.

  12. Is there a new CDNFS 8501 form which includes FRPMP eligible children separately, or do we include them in the other categories on the 7/19 form? (Posted 9/25/20)

    As stated in MB 20-01, California State Preschool Program Free or Reduced Priced Meal Eligibility Criteria to Enroll Four year olds, the CDNFS report forms remained unchanged. Children enrolled in a CSPP on the basis of FRMP eligibility will report the days of enrollment in the appropriate adjustment factor categories for certified children. Additionally, in Fiscal Year 2020-21, 8501 reporting is now collected electronically through the CPARIS system. We have created a user manual (DOCX) with this information. Please feel free to reach out to your Fiscal analyst if you have any questions.

  13. Do we need to report fees waived in July and August? (Posted 10/7/20)

    Yes, contractors may reflect any revisions in the prior period of the September 2020 report, including any fees waivers.

  14. In instances where a provider (AP program) closes unexpectedly (due to COVID-19) and the family receives a credit for the difference between the full-time fee and the part-time fee, do we report the credit as a waived fee? Do we deduct the full-time fee from the provider payment?  (Posted 10/7/20)

    Yes, report the difference between the full-time and part-time fee on the line entitled Waived Family Fees for Certified Children (September – June). The actual part-time payment made will be reported on the line entitled Family Fees Collected for Certified Children. For reporting purposes, contractors will report the full provider payment to the Child Development and Nutrition Fiscal Services Unit whether a portion of it was paid by the agency, by the family, or waived.

  15. Do we need to go back and revise our caseload reports for July and August to report waived fees? (Posted 10/15/20)

    Yes, please revise your July and August caseload reports to include waived family fees. The Child Development and Nutrition Fiscal Services (CDFNS) attendance and Fiscal reports have been revised to include a line to collect information on the amount of family fees waived. This line is called "Waived Family Fees for Certified Children." Contractors must report the amount of family fees that were assessed, but waived, on this new line.

  16. Do contractors need to reports on CPARIS or is this optional? (Posted 10/15/20)

    For the 2020-21 Fiscal Year, contractors should use CPARIS for their reporting for those programs that are currently active. This is the new method of submitting reports and moving forward, physical reports will not be accepted. Please feel free to reach out to your Fiscal analyst for more information.

  17. The new reports on CPARIS does not allow us to adjust prior periods. So how would we adjust any refunds given? (Posted 10/15/20)

    To revise a report previously submitted through CPARIS, please reopen that month's report and make the adjustment there. Once saved, it will update any subsequent reports. All reports must be recertified. Please refer to the CPARIS user manual (DOCX) for more information.

  18. For days of operation in the CDNFS 8501, if our contract is from 7/1/20 but we reopened on 7/13/20, do we enter the days of operation from 7/1/20 or 7/13/20? (Posted 10/15/20)

    Per Management Bulletin 20-18, both LEA and non-LEA direct contract programs that remained closed in order to prepare for a safe reopening at any time between July 1, 2020 through September 7, 2020 will be reimbursed for this time period. Therefore, on the CDNFS 8501 form, you would report the days of operation beginning July 1, 2020, as indicated in the approved program calendar.

  19. Can you explain how to report waived family fees for Stage 2, Stage 3 and CAPP on the monthly report? (Posted 11/12/20)

    For FY 2020–21, all contractors must report the amount of family fees that were assessed, but waived between July 1, 2020 and August 31, 2020, on the line Waived Family Fees for Certified Children (July and August). Family fees that were assessed, but waived between September 1, 2020 and June 30, 2021 will be reported on the line Waived Family Fees for Certified Children (September–June). Any amount reported on these lines should represent the amount of fees that would have been collected from families if family fees had not been waived. These lines can be found on the monthly Fiscal Report.

  20. What do we put on the attendance sheet if we have to close one classroom due to COVID-19? (Posted 11/23/20)

    You will indicate on the attendance sheet that the center has been closed due to COVID-19 and/or that the child is absent due to the center's closure.  On the CDNFS Fiscal and Attendance report submitted to CDNFS in CPARIS, only report those days of attendance in which the child is physically being served in the classroom. When a classroom is closed due to COVID-19, contractors are required to offer distance learning services for enrolled children, in accordance with the policy directives in MB 20-17. You will document the distance learning services offered, as described in MB 20-17. 

  21. I have certified our CCTR & CSPP Contracts on CPARIS - is that the same as submitting? There is no actual submit button. (Posted 11/23/20)

    Yes, certifying on CPARIS is the same as submitting. Please also ensure that you have certified your Certification of Assurances.

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Funding

  1. How will contract funds for FY 2020-21 be determined and when will contracts be released?  

    The initial contracts for CAPP, CMAP, CSPP, CCTR, CMIG, CFCC, and CHAN are based on the FY 2019-20 appropriation. As the final budget is enacted, any changes made in the final budget will be reflected in Budget Act amendments, which will incorporate all changes to funding for all contract types. Budget Act amendments are typically released in September.

  2. Has the CCTR expansion funding been made available by Department of Finance yet? (Posted 10/15/20)

    The CCTR expansion is funded by Proposition 64 funds, which requires a transfer between CDE and Department of Health Care Services. The funds have not yet been released to CDE, but we have made great headway and are nearing the finish line. We hope to be able to provide an update to the field shortly and start getting this funding out to out contractors.

  3. I see LA has some funding opportunities available for childcare providers. Who should family childcare providers from other counties go to find out more about available funding? (Posted 11/12/20)

    Please contact your area's Local Planning Council and also your assigned Regional consultant. Please refer to the contact information for your Local Planning Council.

  4. Is there an update on when the CCTR expansion funding will be available? (Posted 11/12/20)

    The funding for CCTR expansion originates from another department, and we have been working with that department on an interagency agreement since before the budget was signed. So, we can continue to confirm the CCTR expansion funding will be coming out, and we are close to getting the funding.

  5. Is funding in 2020-2021 linked to students in attendance on site? (Posted 11/12/20)

    For direct-service programs (such as CCTR and CSPP) reimbursement is not linked to attendance. Reimbursement is based on the lesser of (1) the total contract amount, and (2) net reimbursable program costs.

  6. If a revisited calendar with new days of operation is submitted, will a new contract be sent to contractors? (Posted 11/12/20)

    Please contact your assigned Regional consultant for more specific answer on your revised calendar.

  7. What about the CSPP applications for funding? When might those applications that were put “on hold” be considered? (Posted 11/23/20)

    In this year's budget, the Legislature and Administration did not fund CSPP expansion. However, additional federal funds may become available for such use. If that happens, we will inform the field.

  8. Are contractors that applied for the CCTR Expansion Funds eligible for the new federal funding? (Posted 3/1/21)

    Assembly Bill 82 stuck out the language appropriating expansion funds for CCTR. The Legislature has yet to determine how it will appropriate all the federal funds awarded to California. The CDE will issue guidance if and when the additional appropriation is determined.

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Nutrition

  1. Where can I find specific information on what foods are allowed to be served in a preschool classroom? (Posted 11/12/20)

    Your question will need to be addressed by the Nutrition Services Division (NSD). Please contact your Nutrition Program Consultant in NSD, and you can find more information on NSD's web page.

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Parent Signatures

  1. For center-based contractors, how do we collect parents' signature for daily attendance when we are doing distance learning? (Posted 9/15/20)

    Direct service contractors are being reimbursed based on enrollment, and not attendance, the contractor will not be penalized for missing signatures on the sign-in and sign-out sheets for distance learning and will be reimbursed at the lesser of 100 percent MRA, or net reimbursable program costs. Direct service contractors are required to keep records that include the activities planned for distance learning services, and the amount of time each family and child have participated in distance learning services.

  2. How will the alternative payment program contractor reimburse providers who submit attendance records without parent signatures?  (Posted 9/25/20)

    Contractors should not withhold reimbursement to providers on the basis of attendance records and/or invoices not having a parent or guardian’s signatures if the provider attempts to collect a signature on the monthly attendance record or invoice, and the parent or guardian is unable to sign due to the COVID-19 pandemic.

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Program Quality

  1. Will DRDPs still be required for children and families? If so, which measures will be required? (Posted 9/15/20)

    Yes. DRDP is still required. Please refer to the guidance released on September 25, 2020 through the ELCD email distribution list to confirm which measures will be required.

  2. Will there be training/guidance on how to complete DRDP virtually? (CSPP) (Posted 9/15/20)

    Yes. Training is available on the Desired Results website on the Training Tab and the Guidance on how to complete the DRDP virtually is posted on the COVID-19 Resources Tab.

  3. For the DRDP assessment for Infant and Toddlers, how many measures will be required? (Posted 9/25/20)

    The ELCD will propose that the DRDP Essential Modified View consists of 3 domains with 16 measures for preschoolers and 13 measures for infants and toddlers. Please refer to the guidance released on September 25, 2020 through the ELCD email distribution list.

  4. If our classrooms are at full capacity, can eligible families enroll in our distance learning program? (Posted 10/7/20)

    Yes, per MB 20-18, if classrooms are at limited capacity because of a public health order, a program can enroll additional families in distance learning opportunities. Please note: contractors cannot enroll beyond their contract capacity.

  5. Will distance learning sites be completing a modified ECERS? (Posted 10/14/20)

    The CDE, ELCD is working on guidance regarding the ECERS during the COVID-19 pandemic and will provide information to the field as soon as possible.

  6. Can you provide a link to the correct DRDP for this Fiscal Year? (Posted 10/15/20)

    All DRDP views, the Comprehensive, Fundamental, Essential, and Modified Essential View, are available on the Desired Results Developmental Profile Online website External link opens in new window or tab.. For further information about the new Modified Essential View, please visit the Desired Results homepage External link opens in new window or tab..

  7. Is the Modified Essential View DRDP acceptable to use for children with IEPs? (Posted 10/15/20)

    When children with an IFSP or IEP are being assessed, the agency must complete a combination of the measures from the DRDP Access Interim and Modified Essential Views. Please visit the DRDP website External link opens in new window or tab. for more assistance.

  8. Are both the Preschool and Infant/Toddler Modified Essential View Measures ready for DRDP? (Posted 10/15/20)

    Yes, those views are available on DRDP Online External link opens in new window or tab..

  9. Will DRDP Online allow you to select both DRDP Modified View and Essential View for the same program? (Posted 10/15/20)

    No, each program may only select one view. Please visit DRDP Online External link opens in new window or tab. and contact the help desk if you need additional assistance.

  10. If we currently use the Comprehensive view, can we transfer over to the Essential view? (Posted 10/15/20)

    Yes, if you used the Comprehensive view before this school year, you may switch over. If you already chose a view for this school year and would like to switch, please contact the help desk on the DRDP website External link opens in new window or tab.. The window to switch views ends on October 31, 2020.

  11. I have a question about the parent conference portion of the DRDP - if the an in-person conference cannot be done and a virtual conference cannot be done, can the conference be conducted over the phone and mailed to the parent? (Posted 11/12/20)

    Yes, a parent conference can be completed by phone. Please document the interaction with the parent accordingly.

  12. Will the program quality guidance include Classrooms Assessment Scoring System (CLASS) guidance too? (Posted 11/12/20)

    No. Since, CLASS is not a requirement in California Code of Regulations, Title 5, it will not be addressed in the program quality guidance management bulletin. Please reach out to your Quality Counts California lead for additional information on CLASS.

  13. Since the due date for DRDP's have been extended, is it okay for us to complete our DRDP Parent Teacher conferences between December 1 - 4? (Posted 11/12/20)

    Yes, that timeframe is acceptable. Please note that the parent-teacher conference must occur after the DRDP assessment is completed.

  14. I was wondering if we are required to send out the parent survey this year, complete ECERs, and if we are required to have a Parent Advisory Committee, since we are not in person. (Posted 11/23/20)

    Guidance for the program quality components is forthcoming. Know that sending out parent surveys by mail or electronic survey will help assess your program and services. Contractors are conducting parent advisory meetings via conference calls and virtually to advise the contractor on issues related to services. To maintain program quality component requirements, contractors are encouraged to think of creative methods in light of current circumstances.

  15. Should we do a DRDP for a child who has been with us for years, but since reopening this year, they are sheltering-in-place at home? Should we, their teachers, who have not met the child in person before, still complete the DRDP? (Posted 11/23/20)

    Yes, if the child is in enrolled, whether in-person or via distance learning, a DRDP must be completed. For more information, please see the Desired Results COVID-19 Resources web page External link opens in new window or tab..

  16. Can I get clarification in regards to the Contract Monitoring Reviews this year. Have those invitations already been sent out? (Posted 12/16/20)

    The PQI Consultants have notified contractors of their review status for the Fiscal Year 2020-21. If you would like confirmation of your review status, please contact your assigned Regional consultant.

  17. So, part-day CSPP is at least 3 hours each day. Is the 3 hours, 5 days a week still a requirement for hybrid instruction? (Posted 12/16/20)

    Yes, a minimum of three (3) hours a day of instruction is still required every time there are in-person services. Part-day programs may use a hybrid model in which services are not in-person five (5) days a week.

  18. Our part-day CSPP program is planning a 5 day a week program, but only for 2 hours per day for our hybrid instruction, in order to provide time to clean, disinfect, provide distance learning to the additional learners, etc. Is this not allowed? (Posted 12/16/20)

    No, it is not allowed. We do not have authority in law to decrease the hours of part-day CSPP. Therefore, we must inform contractors that part-day CSPP is a minimum of 3 hours each day. You may, however, operate the part-day CSPP in a hybrid manner and choose the number of days each week.

  19. Can additional pay, i.e. hazardous pay, hardship pay, and teacher stipends, be considered an allowable expense under existing federal law or regulations for direct-service early learning and care contracts? (Posted 1/8/21)

    Federal Regulation 2 CFR 200.430 and subsequent guidance provided throughout the COVID-19 pandemic supports compensation (including additional pay), as defined in the federal regulation, so long as the agency ensures that the compensation:
    • Is reasonable for the services rendered
    • Is paid pursuant to an agreement entered into in good faith between the agency and the employee
    • Conform to established written policies and procedures of the agency
    • Is consistently applied to both federal and non-federal activities Contractors may develop written policies and procedures that back-date to the beginning of the pandemic.

As stated in the fourth bullet above, contractors cannot differentiate between the funding source of each employee to make decisions on additional pay. Meaning, if a contractor has two employees with substantially similar duties, and the employees are funded by different income sources, the two employees must receive similar pay, regardless of the availability of funds within each income source. It is important to note at this time, that there will not be any funding allocated for this purpose.

  1. In terms of ratios, which title (Title 22 or Title 5) will CCTR fall under if they will no longer be funded by CDE? (Posted 2/10/21)

    The CCTR contract will continue to follow Title 5 ratios until the California Department of Social Services adopts new or additional regulations for CCTR programs.

  2. Has there been any consideration in revising the DRDP Parent Survey? (Posted 2/10/21)

    We always look to making our resources, including the DRDP Parent Survey, as useful as possible. If you have suggestions, please email desiredresults@wested.org so that we can review your feedback.

  3. Do we complete one self-certification questionnaire for the Program Self Evaluation per contract type? For example, if we have a CSPP contract, but 14 sites, do we still just complete the one questionnaire? (Posted 3/16/21)

    Yes, only one environment self-certification questionnaire in lieu of ERS is required per contract type. However, you may complete additional questionnaires if you wish.

  4. Is there any talk about mandating teachers to have the COVID vaccine before returning to the classroom? (Posted 3/16/21)

    The CDE does not provide information on vaccinations, including mandates for teachers. Guidance regarding any health and safety requirements would come from the Department of Social Services, Community Care Licensing Division on the COVID-19 Information and Resources web page External link opens in new window or tab..

  5. I have questions about cohorts, ratios, and physical distancing in the classrooms. Where can I get answers? (Posted 3/25/2021)

    Any questions regarding cohorts or physical distancing can be answered by the Department of Social Services, Community Care Licensing Division on the COVID-19 Child Care Resources web page External link opens in new window or tab.. You can also email the Coronavirus General Question Inbox at CCLCOVID-19INFO@dss.ca.gov.

  6. What ratio should we be following for preschool, Title 5 or Title 22? (Posted 5/25/2021)

    The ratios have not been changed. All contractors should continue to follow Title 5 ratios. Group size may be limited by the State or Local Public Health Department and the California Department of Social Services, so please reach out to them for further information.

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Program Self Evaluation

  1. How has the Fiscal Year (FY) 2020–21 Program Self Evaluation (PSE) changed? (Posted 3/17/21)
    • A multiple-choice question survey will replace the form ELCD 4000 for FY 20-21.
    • Contractors are to submit only one (1) survey per contractor.
    • The requirement for the ERS assessment has not changed, however we have added flexibility for the use of the tool during the pandemic. The Environment Self-Certification During Pandemic Conditions Questionnaire may be completed this fiscal year only in lieu of the Age-Appropriate Environment Rating Scale.

  2. Have the requirements for completing the PSE changed?(Posted 3/17/21)

    The requirements have not changed. However, programs have had to make many adjustments and modifications to program operations to continue to meet the needs of children and families. Programs will complete a multiple-choice question survey. The survey will capture how programs responded to the COVID-19 pandemic while continuing to provide quality early learning services.

  3. What is the deadline for completing and submitting the PSE survey to the CDE/ELCD? (Posted 3/17/21)

    The PSE survey must be submitted on or before Tuesday, June 1, 2021.

  4. Is there a consequence for submitting the PSE survey late or for failing to submit the survey? (Posted 3/17/21)

    Yes. Submitting the PSE survey late or failing to submit the PSE survey may result in a noncompliance finding.

  5. Do all contractors need to use all components of the PSE process (Program Instrument, Desired Results Parent Survey, Age-Appropriate Environment Rating Scale, and Desired Results Development Profile)? (Posted 3/17/21)

    Contractors with Alternative Payment and/or Resource and Referral Programs are required to complete the Program Instrument and the Parent Survey. Contractors will use the Program Instrument and Parent Survey to identify areas that meet standards and areas requiring modification.

    Contractors with Center-based programs and/or Family Child Care Home Education Networks are required to complete the Program Instrument, Environment Self-Certification During Pandemic Conditions Questionnaire in lieu of the Age-Appropriate Environment Rating Scale, Desired Results Parent Survey, and the Desired Results Development Profile. Contractors will analyze all of the required elements to identify areas that meet standards and areas requiring modification. Reminder: ALL documents required as a part of the PSE process including the ERS Self-Certification During Pandemic Conditions, must be kept on-site and made available for review and/or submittal to the CDE/ELCD upon request and are NOT to be included with the submission of the PSE survey.

  6. Are contractors required to send one PSE survey per contract type? (Posted 3/17/21)

    No. Submit only one (1) PSE survey per contractor, regardless of the number of contract types held. All contract types are to be included in the multiple-choice selections and/or open-ended responses.

  7. Can contractors use electronic surveys to collect and analyze parent survey data? (Posted 3/17/21)

    Yes.

  8. Will we receive an automatic reply once our PSE survey has been submitted? (Posted 3/17/21)

    Once the PSE survey is submitted you will be redirected to the ELCD Web page. This serves as confirmation that your PSE survey has been received.

  9. If contractors have already completed an age appropriate ERS assessment, do they need to also complete the Environment Self-Certification During Pandemic Conditions Questionnaire? (Posted 3/17/21)

    No. The requirement for the ERS assessment has not changed, however we have added flexibility for the use of the Self-Certification Questionnaire during the pandemic.

  10. Do contractors need to complete an Environment Self-Certification Questionnaire for every open classroom? (Posted 3/17/21)

    For FY 2020-21 contractors with direct service contracts (California State Preschool (CSPP), General Child Care and Development (CCTR), Migrant Childcare and Development Programs (CMIG), and Family Childcare Home Education Networks (CFCC) (DOCX) must complete a minimum of one Environment Self-Certification per direct service contract held.

  11. Do contractors conducting only distance learning need to complete the PSE this year? (Posted 3/17/21)

    Yes, per 5 CCR 18279 all Early Learning and Care Programs must complete the PSE each year. The PSE survey questions have been designed to consider the modifications due to Covid-19. Contractors will be able to select from a variety of multiple-choice options whether they were open for in person services, operating on a hybrid model, or providing distance learning only.

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Reimbursement

  1. Senate Bill 98 states that we are supposed to open by September 8th. If we are not open by then, will we be losing funding? (Posted 9/15/20)

    Please refer to the guidance in Management Bulletin 20-18.

    A contractor that does not open by September 8th, or subsequently closes, without a written state or local public health order specific to early learning or child care must submit a revised Fiscal Year 2020–21 program calendar and program narrative change to their assigned Regional consultant to ensure that the correct minimum days of operation (MDO) are included in their contract. Reimbursement will be limited to days when the program was in operation. In this case, the contract(s) will be amended to prorate the maximum reimbursement amount (MRA) based on the number of days the contractor was physically open. Senate Bill (SB) 820 amends Education Code to clarify that public health guidance would be acceptable, in addition to a state or local public health order. The SB 820 amends Education Code to clarify that public health guidance would be acceptable, in addition to a state or local public health order.

  2. Should direct contract FCCHEN programs be treated similarly to voucher programs for reimbursement purposes? (Posted 9/25/20)

    No. For purposes of reimbursement, direct contract FCCHENs are considered a direct-service program. Please reach out to your fiscal analyst if you have further questions.

  3. What is the expectation on notification of Federal Funding coming? (Posted 9/25/20)

    At the time of publishing, the CDE does not have any indications on whether or when additional federal funding will be available. Senate Bill 98 and Senate Bill 820 provide priorities for the use of any additional federal funds that may come in.

  4. According to MB 20-15A, we must notify the provider whenever there are changes to reimbursement amount. Is providing an updated Certificate to the provider sufficient as long as it includes the applicable changes? (Posted 10/7/20)

    Yes, an updated certificate to the provider is sufficient as long as it includes the applicable changes.

  5. How were the allocations determined for the most recent CAPP amendment? (Posted 10/15/20)

    The Child Development and Nutrition Fiscal Services (CDNFS) Fiscal analysts sent emails to contractors during the week of September 15th regarding CAPP amendments. This email provides the allocation amounts by purpose and the methodology for each allocation. The CDNFS fiscal analysts would have sent the email to their agency's fiscal contact (i.e. probably the agency representative to submits fiscal reports). You may reach out to your agency's representative to obtain a copy of that email or your fiscal analyst.

  6. I assume CDE is well aware that in many counties, FCC Provider rates for private families far exceed what subsidized contractors can reimburse based on the RMR. Requiring the providers to absorb the loss of family fees is upsetting. (Posted 10/15/20)

    We are in the position at CDE of having to implement what the Legislature put into SB 820, which says that if federal funds do not arrive, fees must be absorbed. We would encourage you to reach out to your federal representatives to let them know of the importance of receiving additional federal funds. If additional federal funds arrive, SB 820 will not require fees to be absorbed.

  7. Should AP programs issue Delinquent Fee NOAs to families using childcare services, but are late in paying their family fee? (Posted 10/15/20)

    If families are receiving in-person services and are required to pay a family fee, and the family is delinquent in paying their fees, the contractor should follow their policies for when there are delinquent family fees.

  8. If an attendance sheet is submitted for reimbursement without the parent's signature, but the reason for no signature is not COVID-19 related, does the AP program still reimburse the provider? (Posted 10/15/20)

    No. Contractors must only reimburse providers who submit an attendance record or invoice without a parent signature when the absence of a parent signature is due to the COVID-19 pandemic and there is documentation of the provider's attempts to collect the signature. Please see MB 20-15a.

  9. Are the County Welfare Agencies and APs being asked to reimburse the families if they already paid their family fees (rather than asking the providers to reimburse the parents)? (Posted 11/12/20)

    Yes, that is correct. The CWAs and the APs will reimburse the families who already paid family fees.

  10. Are we tracking and reporting secondary providers needed only due to COVID - or ALL secondary provider care needed, no matter the reason? (Posted 11/12/20)

    Pursuant to SB 820, the data collection will be related to the use of a secondary provider due to COVID-19 and its associated costs. If you feel there is a need to track internally all instances in which a secondary provider is used, regardless of the reason, you may do so.

  11. Before the COVID-19 pandemic, if a family elected not to enroll a child in in-person instruction, when age eligible, we could only reimburse for hours outside of the in-person instruction hours. Is that still true? (Posted 11/12/20)

    Yes, the provider will only be reimbursed for the days that that in-person instruction is not available.

  12. For clarification, does the total of thirty (30) non-operational days for APP providers, an increase of sixteen (16) paid non-operational days of closure due to COVID-19 apply to all provider types (exempt and licensed)? Does this apply to alternate providers, primary or both? (Updated 4/21/21)

    The additional non-operational days of closure related to COVID-19 apply to both licensed and license-exempt APP providers. These additional days only apply to the primary providers, not the alternate providers.

  13. Can the one-time provider stipends included in SB 820 be included as countable income in the 1099? (Posted 11/12/20)

    The CDE is not in a position to give advice on whether the IRS will ultimately view it as wage replacement or qualified relief. Please seek tax advice from a qualified professional.

  14. What happens if the provider is no longer in operation? Are they still supposed to give the stipend to that provider who served the child in July? (Posted 11/12/20)

    Yes, the provider would still receive a stipend, even if they are no longer in operation

  15. This year, reimbursement is not lesser of service earning or reimbursable expenditure, is that correct? (Posted 11/12/20)

    Yes, for direct service contracts reimbursement is based on the lesser of net reimbursable program costs and the total contract amount. So, it is correct to say that service earnings are not considered within the reimbursement calculation.

  16. For families that are now using full-time care due to distance learning should the agency assess full-time family fees? (Posted 11/12/20)

    School-age families should be assessed a vacation schedule and school schedule for family fees at initial enrollment. The family should pay the vacation schedule while receiving full-time in-person ELC services. When the family transitions to in-person TK-12 services, then the family should pay the fees required during the school schedule.

  17. We have a family with a variable schedule under a CFCC contract. The family has chosen to shelter at home for the past two months. Do we use the previous month 4 weeks (no service used) or is the "most recent four weeks" pertaining to the last time the child was actually in service? (Posted 1/8/21)

    Per guidance in MB 20-18, you will reimburse the provider based on the "most recent four weeks" of the child's in-person attendance, regardless of when that occurred.

  18. Does an APP provider have to use their ten (10) non-operational days before claiming additional reimbursable closure days? (Updated 4/21/21)

    Assembly Bill 82 specified that the total of thirty (30) non-operational days, an increase of sixteen (16) paid non-operational days for APP providers is for closures related to COVID-19 and did not address the order in which the non-operational days are utilized by the provider.

  19. For how long can a provider close and continue to be reimbursed, assuming the closure is in response to official guidance? (Posted 1/26/21)

    Family Child Care Home Education Network (FCCHEN) providers who operate under a direct service contract, including CCTR, CSPP, CFCC or CMIG will be reimbursed for closures when there is a written public health order or guidance from a public health authority, related to COVID-19 and specific to early learning and childcare that requires the provider to close. The FCCHEN provider will be reimbursed for closure, so long as the public health order or guidance is in effect. Once the written public health order or guidance has been lifted, the provider is required to reopen to provide in-person services for children and families.

  20. What counts as the type of guidance related to COVID-19 that would allow for a reimbursable closure. Can you please elaborate? (Updated 4/21/21)

    In order for a provider who operates under a direct service contract, including CCTR, CSPP, CFCC or CMIG to be reimbursed for closures, there must be a written public health order or guidance issued by a local or state government agency, related to COVID-19 and specific to early learning and childcare that requires the provider to close.

    However, updated guidance in MB 21-07, allows for CFCC contractors, and CCTR, CSPP and CMIG contractors who provide services through a family childcare home education network to reimburse providers for up to 30 non-operational days for other closures related to COVID-19.

  21. When the contractors have exhausted their allocation received for the purpose of reimbursing providers at the maximum authorized hours of care, how should the contractors continue to reimburse the Alternative Payment (AP) providers? (Posted 1/28/21)

    In accordance with Senate Bill 98 and Management Bulletin 20-15a, once a contractor has exhausted the funds allocated for this purpose, contractors must reimburse the AP providers as per requirements set forth in Education Code Section 8221.5(d). Which states that as follows:

    (1) Contractors must reimburse providers based on the hours of service provided that are broadly consistent with certified hours of need.
    (2) For families certified for variable schedules, contractors must reimburse providers based on the actual days and hours of attendance, up to the maximum certified hours.
    (3) Contractors must reimburse license-exempt providers that provide part-time services, based on the actual days and hours of attendance, up to the maximum certified hours.

    Additionally, on September 16, 2020 the CDNFS Fiscal Analyst released an email to AP contractors titled “Alternative Payment Budget Act Allocations” which included apportionment information and information on the need for contractors to track and ensure reimbursement to providers does not exceed the funding allocated. Contractors must consider the difference between reimbursing providers based on actual hours of care, and reimbursing providers based on the maximum certified hours when monitoring this allocation. Keep in mind that funding provided for this purpose is to cover the increased cost of paying providers at the max certified hours; not to cover the total cost of all children enrolled with a variable schedule.

    Contractors are always welcome to contact their assigned Fiscal Analysts for any additional questions they may have. Please reference the Fiscal Analyst Directory to locate your analyst.

  22. What is the likelihood that the hold harmless clause will continue into the next fiscal year - i.e. that attendance/enrollment will not be a factor in reimbursement? (Posted 2/10/21)

    At this juncture, the Governor did not include this in his proposed budget for next year but it is something that many will advocate for with the Legislature.

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Reopening and Closures

  1. We opened our facility for in person CSPP Part Day Program. Some of the parents who enrolled in 2020/21 are still hesitant to bring children into the center but we would like to continue with distance learning. Can we offer both (some children in-person, some remotely) and get credit for enrollment/attendance for both groups?

    As long as programs are physically open to provide care for families that would like to continue in-person services they can provide distance learning to other families that choose to shelter-in-place.

  2. If a Local Education Agency (LEA) has Full Day CSPP and CCTR classes which operated prior to COVID-19 and has been closed. If the LEA decides that it is unable to open the Full Day Classes to provide in-person learning due to Public Health orders and safety concerns, will CDE approve Distance Learning in Full Day CSPP and CCTR contracts?

    Direct contract programs, (including the California State Preschool Program (CSPP), General Child Care (CCTR), and California Migrant Child Care (CMIG)), that are operated on a LEA campus, may physically close and continue to be funded when the site is on an LEA campus which has been closed due to a local or state public health guidance or order. All enrolled children and families will engage in developmentally appropriate activities through a distance learning format. Once the LEA or the state or local public health agency decides its campus(es) are safe to reopen, the programs on the respective LEA campus(es) must physically reopen as well.

  3. If our program was able to open by September 8th, but our contract date was to start August 18th, will we still make our full contract days? Do we need to revise our calendar? (Posted 9/15/20)

    Although your program open by the required date, please do submit a revised calendar. This will allow the fiscal office to better project your contract earnings and payments. Note: This will not affect your contract amount, but will help project your earnings more effectively.

  4. Can a Superintendent give a directive to go back to in-person learning to a preschool on a LEA site, or do they have to wait for a waiver? (Posted 9/25/20)

    Yes. Once the LEA or the state or local public health agency decides its campus(es) are safe to reopen, the programs on the respective LEA campus(es) must physically reopen as well. A Superintendent of an LEA can give that directive, if they meet local requirements for reopening and are deemed safe.

  5. We are a CSPP program located on a LEA site. If our school district receives a waiver approval for TK-6th grade to re-open for 2 days a week, are we required to follow the waiver and open our site even if a health order is still in place? (Posted 9/25/20)

    Yes. Once the LEA OR the state or local public health agency decides its campus(es) are safe to reopen, the programs on the respective LEA campus(es) must physically reopen as well.

  6. We are an LEA and set in motion a Public Hearing already. Should we also include the community-based organizations that are closed in our Public Hearing? (Posted 9/25/20)

    If the LEA is requiring the community-based organization (CBO) programs operating on its campus to close, the public hearing should discuss the closure of the CBO(s), as well. The LEA should include a plan for allowing the CBO(s) to reopen as soon as safely possible, but no later than when LEA campuses open for in-person instruction.

  7. Who do we submit our written plan approved by our LEA School Board to? (Posted 9/25/20)

    No, you won't need to submit the plan for reopening to the CDE, although, you'll need to retain it for future requests.

  8. How do we get the state or local public health order? (Posted 9/25/20)

    You can contact either the California Department of Public Health or Local Public Health Department.

  9. How do we report days when we were closed because of evacuation and clean-up due to fires? (Posted 9/25/20)

    The ELCD is working on guidance for Non-COVID-19 emergency closures, to replace Management Bulletin 10-09, that will discuss how to report those days.

  10. Do we count the additional nonoperational days of closure based on their days of operation or calendar days?  (Updated 4/21/21)

    The additional non-operational days of closure related to COVID-19 function just like the ten (10) nonoperational days of closures already provided by Title 5. Providers do not have to take them consecutively.

  11. Should agencies expect and plan to also report on payments made for the closed provider’s nonoperational days of closure related to COVID-19? (Updated 4/21/21)

    No. MB 21-06 states that one of the data elements that will need to be reported is the total cost associated with paying secondary providers due to the primary provider’s closure, for thirty (30) days; not the primary provider’s payments.

  12. Under the new CDPH cohort guidelines, we are concerned that as our LEA returns to in-person service we may have to disenroll families due to lack of space and have a need to only serve M-F students in order to best earn our contract. Will there be / is there guidance on how to proceed in this instance? (Posted 10/15/20)

    We've heard this issue and have elevated it, particularly in areas of the state where TK-12 is providing in-person instruction. At present, we have been advised the cohort guidance applies but we will provide updates to that information as it becomes available. Distance learning services should be offered to any enrolled family who is unable to receive in-person services, pursuant to MB 20-17. Families should not be disenrolled.

  13. Is California State University considered an LEA? (Posted 10/15/20)

    No. As defined in Education Code 8208, a California State University is not considered an LEA.

  14. When reporting the cost of the thirty (30) additional non-operational days of closure due to COVID-19 of the secondary provider, are we also to report the cost reimbursed to the dual provider for when primary provider is closed due to COVID-19? (Updated 4/21/21)

    In accordance with MB 21-06, contractors will be required to report any and all total costs associated with paying secondary providers due to the primary provider’s closure.

  15. Our program had to close one of our three sites due to exposure of COVID-19. Do we submit a Verification of Closure form or follow closure protocols in MB 10-09? (Posted 10/15/20)

    No, you only need to submit the Verification of Closure form if all sites are closed; and no, the contractor would not need to follow closures protocols in MB 10-09. However, you would need to provide distance learning for those children who are unable to receive in-person services, and submit a distance learning plan as specified in MB 20-17.

  16. On the verification form, how do we put addresses in the form if we have many sites at different locations? (Posted 10/15/20)

    You should submit one form for each site.

  17. If just one classroom needs to be closed - not our whole site - do we submit the Verification of Closure form? (Posted 10/15/20)

    No, you only submit the Verification of Closure form if all sites in the program are closed.

  18. We have some sites that are open and other sites that are providing distance learning. Do we need to submit a Verification of Closure form? (Posted 10/15/20)

    No, you only need to submit this form when all sites are closed.

  19. Are any further attachments required when submitting the Verification of Closure form for in-person instruction for sites in LEAs? (Posted 10/15/20)

    No, you only need to submit the Verification of Closure form itself.

  20. Is a public hearing required for the Distance Learning Plan for programs that are closed due to LEA closure? (Posted 10/15/20)

    A public hearing is not required for the distance learning plan. Please see MB 20-18 for guidance regarding the verification of closures on an LEA campus.

  21. On the Verification of Closure form, our Superintendent is both the head of the LEA Governing Authority and our Authorized Representative. Does he sign the form in both places then? (Posted 10/15/20)

    Yes, he would sign the form as both the LEA Governing Authority and the Authorized Representative.

  22. We have part-day direct contractor sites: 30 sites on district campuses, and 5 sites on county buildings. Are we required to open if districts have waivers to open for TK-6th grades? (Posted 10/15/20)

    If any part of campus is open for students to attend in-person learning, then the CSPP program should also be open.

    If the LEA has required the CSPP to close, it is up to the LEA to determine in their plan for safely reopening when it is safe for the CSPP to open and begin providing in-person services. Please ensure the program adheres to local or state public health orders or guidance. Please see MB 20-18 for more information.

  23. Does the prioritization for in-person learning for a full-day CSPP, also apply for the half-day program? (Posted 10/15/20)

    No, part-day CSPP has a different priority order than full-day. Please see the directives in MB 20-18 for priorities for part-day CSPP.

  24. If an LEA has opened the campus for services to support special education students must the LEA also open its CSPP program as well?  (Posted 10/15/20)

    If any part of campus is open for students to attend in-person learning, then the CSPP program should also be open.

    If the LEA has required the CSPP to close, it is up to the LEA to determine in their plan for safely reopening when it is safe for the CSPP to open and begin providing in-person services.

  25. A family enrolled at my program was exposed to COVID-19. What are my next steps? (Posted 10/15/20)

    If your program was exposed to COVID-19, please contact your local public health department for guidance.

    As a courtesy, please notify your assigned Regional Consultant of the incident.

  26. In MB 20-18, it states that LEA's shall discuss in a public hearing and prepare a plan for safely reopening before the program reopens.   Does the public hearing discussion need to be formalized as a board item?  (Posted 10/15/20)

    Senate Bill 820 and Management Bulletin 20-18 require the governing authority of the LEA to discuss the LEA’s plan for safely reopening in a public hearing. The LEA should follow the rules that typically apply for items discussed during public hearings when addressing the plan for safely reopening early learning and care programs.

  27. How do we report to CDE if we have to close a classroom or school due to COVID exposure? (Posted 11/12/20)

    Please contact your assigned PQI Regional consultant to report the closure.

  28. If an AP provider has scheduled to close one day a week for cleaning, is that day reimbursable as a COVID-19 non-op day? (Updated 4/21/21)

    Yes, per MB 21-06, AP providers must be reimbursed for up to a total of thirty (30) non-operational days, an increase of sixteen (16) paid non-operational days for closures related to COVID-19. These 16 non-operation days for closures related to COVID-19 are in addition the 14 non-operation days specified in MB 20-15 a.

  29. If a CSPP classroom has to close for a two-week quarantine, are all the in-person learners/students considered absent? (Posted 11/12/20)

    No, the children would be considered in attendance during this time; not absent. You would offer distance learning services to those children and families during the time they are unable to receive in-person services.

  30. If our program is through an LEA, and if the school campus resumes instruction in person, does the CSPP have a choice to continue distance learning or does the CSPP program have to resume in-person services as well? Or is there an option for both distance learning and in-person for those families who are uncomfortable returning back to campus? (Posted 11/12/20)

    Once the LEA or the state or local public health agency decides its campus(es) are safe to reopen, the programs on the respective LEA campus(es) must physically reopen as well. Yes, there is an option for both distance learning and in-person for families. Please see MB 20-18 for more clarification.

  31. If 2 programs out of 8 were closed on 9/15 due to poor air quality, but the other 6 programs were open, is a Non-COVID-19 Emergency Closure Request required to be submitted? (Posted 12/16/20)

    No, a Non-COVID Emergency Closure request is not required as at least one child was served in the contract. Therefore, you can claim a day of operation.

  32. My understanding is that regardless of what our attendance or enrollment is, that if we spend up to our MRA for reimbursable expenses, then we can be reimbursed. Our expenses can include enhancement and quality improvement expenses for our program. (Posted 12/16/20)

    Your understanding is correct. If you meet the reopening requirements stated in SB 820 and MB 20-18, then you will be reimbursed based on the lesser of contract MRA or net reimbursable costs. Please refer to the Fiscal Year 2020-21 Funding Terms and Conditions on the specific items of reimbursable costs and non-reimbursable costs.

  33. In cases where a provider is exposed to COVID, how are they supposed to confirm it and with whom? (Posted 1/26/21)

    Verification of possible exposure would include, but may not be limited to, verification of the confirmed COVID-19 diagnosis from the person with whom the provider was in contact.

    Providers should follow guidance issued by the California Department of Public Social Services (CDSS), Community Care Licensing Division (CCLD) regarding actions to take when a child, family member, licensee, visitor, or staff member tests positive for COVID-19.

  34. I just had to close my entire site based on a decision made by my LEA. Who do I need to notify? (Posted 2/10/21)

    Please contact your assigned regional PQI consultant immediately. Refer to the list of consultants web page.

  35. Our full day CSPPs are reopening for in-person services in February. We have a parent requesting that their child only attend in-person two days a week, and will do distance learning the other days. Can we do this? (Posted 2/10/21)

    Yes, a family that has been presented with the option for in-person learning opportunities can still choose to do distance learning.

  36. If a CFCC provider has scheduled to close one day a week for cleaning, is that day reimbursable as a COVID-19 non-op day? (Posted 4/21/21)

    Yes. CFCC providers who are closed due to COVID-19 for a reason that is not related to a local or state public health order specific to early learning or childcare, must be reimbursed for up to an additional 30 days of non-operation for other COVID-19 related closures.

  37. If CFCC providers are closed due to COVID-19 for a reason that is not related to a local or state public health order specific to early learning or childcare, are they eligible for reimbursement? (Posted 4/21/21)

    Yes, as specified in MB 21-07, the CFCC contractor must reimburse providers for up 30 non-operational days of closure due to other COVID-19 related closures. These COVID-19 related closures are in addition to the ten (10) non-operational days allowable by 5 CCR Section 18076.2.

  38. If providers who serve children in a family child care home education network through a CCTR, CSPP or CMIG are closed due to COVID-19 for a reason that is not related to a local or state public health order specific to early learning or childcare, are they eligible for reimbursement? (Posted 4/21/21)

    Yes, as specified in MB 21-07, CCTR, CSPP and CMIG must reimburse providers who serve children in a family childcare home education network for up 30 non-operational days of closure due to other COVID-19 related closures.

  39. What types of COVID-19 related closures that are not due to a local or state public health order specific to early learning or childcare can providers be reimbursed for? (Posted 4/21/21)

    Providers can be reimbursed for COVID-19 related closures, including, but not limited to the following:
    • Quarantine due to confirmed exposure to the virus
    • Provider, provider’s family and/or staff testing for virus
    • Sanitization and disinfection to prevent spread of the virus
    • Provider, provider’s family, and/or staff COVID-19 vaccination

  40. How many paid non-operational days are allowable for providers in fiscal year 2020-21? (Posted 4/21/21)

    Provider Type Non-Operational Day COVID-19 Related Non-Operational Days Total for Fiscal Year 2020-21
    CAPP, C2AP, C3AP, CMAP Ten (10) per year allowable 5 CCR18076.2(b)(2) Fourteen (14) additional non-operational days of closure related to COVID-19 authorized by SB 820

    Sixteen (16) additional non-operational days of closure related to COVID-19 authorized by AB 82
    Thirty (30) non-operational days of closure related to COVID-19

    Forty (40) non-operational days in total
    CFCC Ten (10) per year allowable 5 CCR18076.2(b)(2) Thirty (30) non-operational days of closure related to COVID-19 authorized by AB 82 Thirty (30) non-operational days of closure related to COVID-19
    CCTR, CSPP, and CMIG providers who serve children in a family childcare home education network N/A Thirty (30) non-operational days of closure related to COVID-19 authorized by AB 82 Thirty (30) non-operational days of closure related to COVID-19 authorized by AB 82

  41. Are CalWORKS Stage One providers eligible for the additional non-operational days for closures related to COVID-19? (Posted 4/21/21)

    CalWORKS Stage One is administered by the California Department of Social Services (CDSS). Providers who provide services for families enrolled in Stage One CalWORKS should contact CDSS regarding this question.

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School-Age Children

  1. I run a CCTR school-age program. Will I be reimbursed as a full-day rate even if the school-age children are participating in distance learning from the school district? (Posted 9/15/20)

    Yes, since TK-12 distance learning does not provide supervision for children, the CDE does not consider it to be scheduled instructional minutes for the purposes of reimbursing providers. 

    Therefore, a CCTR contractor can provide care to school age children based on the certified hours of care. Contractors will be reimbursed for care during the time school-age children participate in TK-12 distance learning and attending their childcare program during the typical school hours. 

    If children are participating in a hybrid model (in-person instruction and distance learning) the program will only be reimbursed for the time that children are not receiving in-person instruction.

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Stipends

  1. Are the $31.25 million in stipends described in SB 820 just for Alternative Payment and CalWORKs providers? (Posted 11/12/20)

    Correct, the $31.25 million described in SB 820 were appropriated to provide stipends to providers who provide services to children enrolled in a CalWORKs Stage 1, CalWORKs Stage 2, CalWORKs Stage 3, CAPP, and CMAP contracts.

  2. Who should get the stipend if one child had two providers in the month of July? (Posted 11/12/20)

    If a child was cared for by two providers in the month of July, the child should be counted twice for the purpose of recalculating the per child stipend. This ensures that both providers caring for the child in the month of July receive a stipend. Contractors should refer to the 2020-21 Child Care and Development Contract Changes for Alternative Payment Contractors Letter, found on the Child Development web page, for more information on how to recalculate the per child stipend.

  3. The funding for provider stipends - are they to be booked as restricted or unrestricted revenue? (Posted 11/12/20)

    Stipends will be issued as an apportionment payment, which is paid outside of the contract. You will therefore, not report the income received or stipend expenses on your Fiscal Report.

  4. Will there be a separate resource code for accounting purposes for the stipend? We will need to setup new accounts for payments. (Posted 11/12/20)

    For CAPP, PCA 15511 the resource code is 5052. For Stage 2, PCA 15512, the resource code is 5053, and the Stage 3, PCA 15513, the resource code is 5054.

  5. Does the stipend cover all children – including those private pay families? (Posted 11/12/20)

    The stipends are per child and will be paid to providers based on the number of children they serve through the CalWORKs Stage 1, 2, 3, and the Alternative Payment Programs. Providers will not receive stipends for private-pay families.

  6. Is the Provider Stipend based off of the CalWORKs Caseload Reports submitted for July Report Month? (Posted 11/12/20)

    The provider stipend is based on off the number of subsidized children enrolled in the month of July 2020, in each county, across all CDE funded alternative payment programs and CalWORKs Stage 1. So, it would include CalWORKs Stage 1, Stage 2, Stage 3, CAPP, and CMAP programs.

  7. The email sent out on February 17th said the number of stipends was going to be based on the 801A data, not the caseload report. Can you clarify for CAPP, CalWORKS Stages 2 and 3, which report will be used? (Posted 3/1/21)

    The email that was released by the CDE directed that Alternative Payment Programs, which include Stage 2 and Stage 3, will receive stipend allocations based on caseload data submitted in the only CalWORKs/Alternative Payment reporting system for the month of November 2020. Therefore for CAPP, States 2 and 3, we will be using caseload report data and not 801A data.

  8. Does the stipend allocation include the five (5) percent administration fee? (Posted 3/16/21)

    The five (5) percent administration fee is for all contract types, and will be allocated to contractors in addition to the allocation for provider stipends.

  9. Are there any flexibilities in using AB 212 funds due to the COVID-19 State of Emergency?  

    Child Care and Development Funds (CCDF) used to once fund the AB 212 program (QCC Workforce Pathways grant), can be prioritized, to meet the CCDF health and safety requirements for providers and staff as well as, responding to the critical needs due to the COVID-19 pandemic this year.

  10. I have a stipend question. We had a child switch providers mid-month and I’m getting conflicting information. The CDE is saying we should pay the $525 to both providers since they both served the child. However, CDMIS is saying we can’t duplicate a child twice in the 801a report. Can you clarity? (Posted 4/23/2021)

    It is correct that you should not be reporting this child more than once on the 801a report. However, you are able to report on multiple providers and program types for the same child. If you would like assistance on how to report this, please send an email to the CDMIS inbox at CDMIS@cde.ca.gov.

    To ensure that all providers receive a $525 per-child stipend, the CDE has provided a survey to Alternative Payment, Stage 2, and Stage 3 contractors to collect information about children who had 2 or more providers during the month of November 2020. Additionally, the CDE will be sending out a survey to contractors who reported via the CDMIS 801A report that had children enrolled in a family child care home network setting in their preschool (CSPP), general child care (CCTR), or migrant program (CMIG) contracts or operated a Family Child Care Home contract (CFCC). This survey will also be collecting information regarding children who may have had more than one provider during the month of November 2020.

  11. How do we reports the usage of the per-child stipend to CDE? (Posted 4/23/2021)

    As with Federal and State funds allocated for Early Learning and Care programs, the use of these funds is subject to audit and must be sufficient documentation to prove that the funds were distributed by contractors to eligible providers. However, because these funds were distributed to contractors as a direct payment, outside of the child development contract, they are not subject to the CDNFS reporting requirements associated with a child development contract. Therefore, this funding will not be reported on the CDNFS forms.

  12. Can you specify what information should be shared with the providers when I, as a contractor, provide them with their stipend funds? Will we need to require providers to turn in receipts? (Posted 4/23/2021)

    The CDE does not require that a specific form or letter be sent from the contractor to the provider when issuing stipends. However, contractors are encouraged to provide the provider with information on how the amount was determined, such as indicating the number of children multiplied by $525.

    No, contractors will not be required to collect receipts or other documentation.

  13. Can you provide some clarification on the 5% admin for stipends. For example, can the indirect be 8% of the 5% received? (Posted 4/23/2021)

    The 5% administrative allocation can include indirect costs in part or in full. Because indirect costs are a subset of administrative costs, the administrative cost allocation can be used to cover indirect costs.

  14. Are the contractors responsible for how the providers spend the $525 stipends? (Posted 4/23/2021)

    No, contractors are not responsible for how the providers spend the $525 stipends that they have been allocated. However, providers should be made aware that the purpose of these stipends are to pay for COVID-19 related costs, including loss of income due to decreased enrollment, and that providers should follow normal accounting and documentation processes for their expenses related to the stipends.

  15. Where are the stipends mailed if you are an LEA? The district or county? (Posted 5/25/2021)

    Stipends to LEAs were mailed to the County Treasurer Office. LEAs should contact their County Treasurer’s Office to coordinate the transfer of funds.

  16. Can the AB 82 CRRSA stipends be used to paint a building or a classroom? (Posted 5/25/2021)

    The CRRSA stipend funding is intended to be used for purposes related to “preventing, preparing for, or responding to COVID 19.” Stipend funds may be used for any allowable expense that would be reimbursable under a contractor’s existing child development contract to address COVID-19 costs or to ensure the programs are able to remain open or reopen. The money can only be used to paint a classroom or building if a contractor has documentation to show that such improvements were necessary to prevent, prepare for or respond to COVID-19.

  17. Can the AB 82 CRRSA stipends or contract funds be used to encourage employees to get the vaccine? Effectively, can contractors incentivize vaccinations by saying that if staff get the vaccine they get a stipend?

    2 CFR 98.340 allows incentive compensation to employees so long as it meets certain requirements. It must be either (1) paid/accrued pursuant to an agreement entered into in good faith between the contractor and the employees or (2) paid/accrued pursuant to an established policy that is followed consistently by the contractor as to imply an agreement to make such a payment. Contractors must have the ability to provide evidence that the incentive pay is reasonable, necessary, properly documented, all staff are treated consistently and the expenditure is directly tied to COVID-19 emergency response. Contractors may also want to review the “Hazardous Pay” section of the AB 82 Stipend Guidance that CDE previously provided to the field, which can be found at the Assembly Bill 82 — Stipend Guidance web page.

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Transition to CDSS

  1. Is moving our Stage 1 contracts from the Local level to the State level, to align with our Stage 2 & Stage 3 contracts, something that is being considered or even possible? (Posted 9/15/20)

    For any questions or comments related to the Child Care Transfer, please visit the California Department of Social Services web page for child care transition External link opens in new window or tab. .

  2. Can we get a printed list of the transitioning programs? (Posted 12/16/20)

    A list of transitioning programs can be found on the California Department of Social Services (CDSS) Child Care Transition web page External link opens in new window or tab. .

  3. Will the CCTR family fee still be part of the CDE family fee schedule after it moves to CDSS? (Posted 12/16/20)

    We can't speak to how CDSS will handle family fees after the transition. We can say that CCTR is funded in part with federal funds, which do require family fees, and the federal funds are moving to CDSS.

  4. Will oversight/administration of the Pilot counties transfer to CDSS or remain at CDE? (Posted 3/16/21)

    Both the CDE and CDSS will oversee and administer the pilots programs. The CSPP, which will remain at CDE, will still be part of the pilots. The CDE anticipates the Department of Finance to release proposed statutory changes to clarify the Administration's intent around the future operation of the programs after the transition, so we expect more details to be included there.

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Transitional Kindergarten (TK) Eligible Children

  1. If we have a full-day CSPP family due for recertification who has a transitional kindergarten (TK)- or kindergarten (K)-age-eligible child, do we extend the certification period? (Posted 11/23/20)

    Yes, if the family and contractor meet all of the requirements listed in MB 21-04, the contractor is not required to recertify the family for the 2020-21 program year.

  2. Some families want CSPP instead of Transitional Kindergarten (TK). Why wouldn’t we enroll those families in CSPP now? (Posted 11/12/20)

    The CDE understands that many families would prefer to keep TK-age eligible children enrolled in CSPP. However, beginning July 1, 2019, the California Education Code sections 8208(ai) and (aj) redefined what constitutes a 3 and 4-year-old, effectively leaving TK-age eligible children ineligible for CSPP. Contractors should refer to MB 21-04 for guidance on serving TK- age-eligible children during the 2020-21 program year.

  3. Are CSPP contractors getting paid for TK and kindergarten-age eligible children enrolled in CSPP for the 2020-21 program year? (Posted 12/16/20)

    Yes. During the 2020-21 program year, CSPP contractors are not reimbursed based on enrollment and attendance. Therefore, serving TK-age children that are currently enrolled in CSPP should not impact reimbursement in 2020-21.

  4. Can we keep the children who are preschool children served under the CSPP contract and TK-eligible children who are served under a CCTR contract, in the same classroom? (Posted 12/16/20)

    The CDE allows children from different contract types to be commingled, however, please verify with your regional licensing analyst to ensure you are not violating any licensing requirements.

  5. Does Transitional Kindergarten operate under the ELCD division or under the K-12 division? (Posted 2/10/21)

    Transitional Kindergarten is a part of the K-12 public school system, however, ELCD currently administers TK implementation in conjunction with other divisions in CDE.

  6. Are the terms PreK and TK being used interchangeably? (Posted 2/10/21)

    No. PreK is considered an overarching term for both CSPP and TK.

  7. Can children in full-day CSPP that are TK and K age-eligible remain in CSPP until September 30 still? (Posted 3/1/21)

    Yes, full-day CSPP children that were enrolled prior to June 30, may remain in CSPP until September 30, at which time the child must be disenrolled from CSPP.

  8. Can part-day CSPP children that are TK and K age-eligible remain in CSPP until September 30? (Posted 3/1/21)

    No, children in part-day CSPP are only provided services through the end of the program year and the family must initially certify for services for the following program year; therefore, part-day CSPP children that are TK and K age-eligible are not age eligible to be certified for services that begin after June 30.

  9. Management Bulletin 21-04 indicates TK and K age-eligible children may remain enrolled if specific conditions are met. Is the agency required to complete additional documentation to justify the condition like an NOA or a statement from the parent? (Posted 3/1/21)

    Contractors should document that they have met the requirements in sections 18131.5(d)(1) and (2) and/or sections 18131.6(b)(1) and (2), as applicable. Families should use self-certification to document that they have met the requirements in section 18131.5(d)(3) and/or section 18131.6(b)(3), as applicable. Self-certification options should be as easy as possible for families and can include, but not limited to, an electronic form, sending an email, or a text message. Documentation should be kept in the family data file.

  10. Can contractors keep TK- and K- age-eligible children enrolled in CSPP if the child is also receiving distance learning from their TK or K program? (Posted 3/1/21)

    Yes, TK – age and K-eligible children may receive CSPP services if they are receiving distance learning from their TK and K programs and meet all other requirements from MB 21-04. But they are already enrolled in TK and K? But an in-person afterschool CCTR.

  11. What if CSPP contractors encourage families with TK- and K- age-eligible children to transition to TK and K but the family wants to keep their children enrolled in CSPP? (Posted 3/1/21)

    Contractors and families are required to follow the directives in MB 21-04 to determine if the family may remain in CSPP for the 2020-21 program year.

  12. How will the CSPP contractor be able to confirm that the family would not have access to in-person TK and/or K? (Posted 3/1/21)

    The family will need to self-certify that in-person TK and/or K is not available.

  13. Isn’t it the parent, rather than a CSPP contractor, that needs to transition the child to in-person TK or K? (Posted 3/1/21)

    Yes, however, the contractor would need to reach out to the parent to do the following: (1) encourage the parent to move the child to in-person TK or K; (2) notify the parent that the child cannot be served in CSPP if in-person options for TK and/or K are available; (3) attempt to transition the child to another subsidized program that the family is eligible for, and the child is age-eligible for.

  14. Isn’t it the parent, rather than a CSPP contractor, that needs to transition the child to in-person TK or K? (Posted 3/1/21)

    The CDE understands that many families would prefer to keep TK-age eligible children enrolled in CSPP. However, beginning July 1, 2019, the California Education Code sections 8208(ai) and (aj) redefined what constitutes a 3 and 4-year-old, effectively leaving TK-age eligible children ineligible for CSPP. Contractors should refer to MB 21-04 for guidance on serving TK- age-eligible children during the 2020-21 program year.

  15. Should we terminate services for current TK children on June 30, 2021? (Posted 3/16/21)

    Part-day CSPP children are only provided services through the end of the program year so a disenrollment is not necessary, and full-day CSPP children can remain in CSPP until September 30th.

  16. For full-day CSPP, if a TK- and/or K- age eligible child’s recertification date is after June 30, do they need to be recertified to remain in the program through September 30? (Posted 4/13/21)

    Children that are TK- and/or K– age eligible may remain in the CSPP through September 30 without recertifying.

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If you have specific questions about your program, please send questions to the ELCD emergency email box, at ELCDEmergency@cde.ca.gov.

Questions:   Early Learning & Care Division | ELCDEmergency@cde.ca.gov
Last Reviewed: Wednesday, June 16, 2021
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