Add/Edit Program Director Information

Overview

Use this screen to add a new program director, update an existing program director’s contact information, and assign or reassign program directors to agency’s contracts with the Early Learning and Care Division (ELCD). Any changes, deletions, or additions submitted are marked as “Pending” under the Status column until reviewed and approved by an agency’s consultant. Once the change is approved, the Status column is blank.

Two tables are displayed. The first table lists the current program directors for an agency. The second table displays all current contracts an agency has with the ELCD as well as the program director currently assigned to that contract.

Program Director

The program director is the person responsible for the oversight of the agency’s contract with the ELCD. Depending on the contract type, different rules apply to who can hold this position. When adding new program directors or assigning an existing program director to a new contract, follow the below guidelines:

For Center-Based contract types (i.e., General Child Care and Development [CCTR], Curriculum Framework and Evaluation Criteria Committee [CFCC], Severley Disabled Children [CHAN], California Migrant [CMIG], and California State Preschool Program [CSPP]), the program director is the person who supervises the child care and development programs operated at a single site or multiple-sites; provides services in the care, development, and instruction of children in the child care and development programs; serves as the coordinator of curriculum and staff; and has administrative and programmatic responsibility for the program(s).

A Program Director for a center-based contract shall hold one of the following:

• A current Child Development Program Director Permit for multiple sites.

• A current Children's Center Supervision Permit for a single site.

• A current Elementary credential or single subject in home economics credential issued by the Commission on Teacher Credentialing plus 21 qualifying units in Early Childhood Education/Child Development.

• An Administrative Services Credential authorizing administration or supervision in public schools in California that includes a preschool authorization.

• A qualifications waiver issued by the State Superintendent of Public Instruction.

For Alternative Payment contract types (i.e., California Alternative Payment Programs [CAPP], California Work Opportunity and Responsibility to Kids [CalWORKS] Stage 2 Child Care Services [C2AP], CalWORKS Stage 3 Child Care Services [C3AP], and Migrant Alternative payment Program [CMAP]), the program director is the person with the overall responsibility over the operations of the agency’s contract with the ELCD.

Important Reminder

If a program director's phone number or email address is changed on the Update Agency Information screen, agencies must also ensure that the program director’s user account information is updated on the Add/Edit Users screen within the Child Development Management Information System (CDMIS).

Required Information

Program director contact information and contract assignment.

Step-by-Step Instructions

Program Director Information

A table containing information about an agency’s program director(s) is displayed. The table contains the following:

• Status column: This column indicates if the changes an agency submitted for a program director are still pending.

• Program Director column: This column shows the names of all program directors currently listed for an agency.

• Edit and/or Delete buttons: These buttons are located to the right of each program director’s name.

Update Program Director Information

To change information for an existing program director (e.g., updating their mailing address, phone number, or email address), follow the below steps:

1. Under the Program Director section, click the “Edit” button located to the right of the program director's name.
   
   Result: The program director’s information is displayed and can be edited.
   
   
2. Change the information for the program director and click the "Submit Changes" button. Make sure there is information in all the required fields (indicated by an *). If any error messages are displayed, make corrections as necessary and click the “Submit Changes” button again. Repeat this process until no error messages are displayed. Changes are not saved unless all error messages are resolved.
   
   Result: Once the changes are submitted, the following is displayed for the program director on the main Edit Program Director screen:
   
   
   • The text “Your changes have been submitted" appears below the list of program directors.
   • The “Status” column in the Program Directors list displays “Edited – Pending”.
   • A "Cancel Changes" button appears to the left of the program director's name, which allows agencies to undo the recently submitted changes.
   • Agencies can continue to edit program director's information while changes are pending.
3. When an agency’s consultant approves the changes, the “Edited – Pending” text in the Status column and the "Cancel Changes" button are no longer displayed.

Cancel Changes to Program Director Information

If, for any reason, an agency wants to cancel changes made to a program director, follow the below steps:

1. Select the "Cancel Changes" button that appears to the left of the program director's name.
   

   Result:The following message appears below the program director table, along with two additional buttons.

   Message:Selecting "Cancel Changes" will remove all pending edits for [program director name].

   Buttons:"Keep Changes" or "Cancel Changes."

2. Select the "Cancel Changes" button to remove the changes and restore the original information. Click the "Keep Changes" button to keep the edits made; the edits remain pending.
   
   
3. After clicking the "Cancel Changes" button, the “Status” column is blank as there are no longer pending changes for the program director. The original information saved in the CDMIS for the program director is restored.

Delete a Program Director

The "Delete" button is not displayed for a program director until all contract assignments are assigned to a different program director and approved by an agency’s consultant. Once completed, a "Delete" button is displayed. Follow the steps below to delete a program director:

1. Select the “Delete” button that appears to the right of the program director’s name.
   
   Result: Agencies are prompted to confirm the request. Click the “Confirm Delete” button to submit the delete request through the CDMIS.
   
   
2. Select the “Confirm Delete” button to submit the delete request through the CDMIS.
   
   Result: After confirming the delete request, the following is displayed for the program director on the Edit Program Director screen:
   
   
   • The text “Your changes have been submitted” appears below the list of program directors.
   • The text "Deleted – Pending” appears in the Status column of the program director deleted.
   • The "Delete" and "Edit" buttons for the program director are no longer displayed.
   • A "Cancel Changes" button appears to the left of the program director's name, which allows agencies to cancel submitted delete requests.
3. When an agency’s consultant approves the deletion, the program director is removed from the CDMIS.

Note Regarding Deletion of Program Directors:After deleting a program director, agencies must deactivate the program director's access to the CDMIS website (if they no longer need to access this information). For security reasons, agencies are encouraged to deactivate user's CDMIS access when a person leaves the agency or if a person’s responsibilities no longer includes the need to access the CDMIS. To deactivate a user or super user, follow the user deactivation instructions provided in Chapter 2: System Access or contact the CDMIS Office.

Cancel Deletion of Program Director

If, for any reason, agencies want to cancel the delete request for a program director, follow these steps:

1. Click the "Cancel Changes" button that appears to the left of the program director's name.

   Result:The following message appears below the program director table along with two additional buttons.

   Message:Selecting "Cancel Changes" will remove the pending delete for [program director name].

   Buttons:"Keep Changes" or "Cancel Changes."
   
   

2. Click the "Cancel Changes" button to cancel delete requests; the program director is removed from the CDMIS once an agency’s consultant approves the change. Click the "Keep Changes" button to keep the program director delete request in place; the delete request remains pending.
   
   
3. After clicking the "Cancel Changes" button, the Status column is blank as there is no longer a pending delete for the program director. The "Delete" and "Edit" buttons are displayed again and the information for the program director can be edited, as necessary.

Add a New Program Director

1. Click the “Add a New Program Director” button that appears under the list of existing program directors.
   
   Result: A blank program director section appears.
   
   
2. Enter the required information (indicated by an *) for the new program director and click the “Submit Updates” button.
   
   Result: A new program director is added to the program director list. The following is displayed for the program director on the Edit Program Director screen.
   
   
   • The text “Your changes have been submitted” appears below the list of program directors.
   • “New – Pending” appears in the “Status” column of the added program director.
   • An "Edit" button appears. Additional changes can be made while the add program director request is pending.
   • A "Cancel Changes" button appears to the left of the new program director's name, which allows agencies to delete recently added program directors.
3. Program director must be assigned to an agency’s contract with the ELCD. Program director contract assignment changes remain pending until approved by an agency’s consultant. When an agency’s consultant approves a new program director, the “Status” column is blank.

Note Regarding Addition of New Program Directors: After an agency adds a new program director and assigns them to a contract, the agency must then adds the new program director as a super user to the CDMIS Production website. If agencies are unsure how to do this, contact the CDMIS Office.

Cancel Addition of Program Director

If, for any reason, agencies want to cancel a pending add for a program director, follow the below steps:

1. Click the "Cancel Changes" button that appears to the left of the program director's name.
   

   Result:The following message appears below the program director table along with two additional buttons.

   Message:Selecting "Remove New Program Director" will remove [program director name] as a new program director.

   Buttons:"Keep Changes" and "Remove New Program Director."

2. Click the "Remove New Program Director" button to cancel addition requests. Click the "Keep Changes" button to keep the addition of the program director in place; the add request remains pending.
   
   
3. After clicking the "Remove New Program Director" button, the program director's name is removed from the list and any pending assignment changes revert to the previously assigned program director.

Step-by-Step Instructions: Contracts and Assigned Program Directors

A table with three columns containing information about an agency’s contract(s) with the ELCD and the assigned program director is displayed under the Contracts and Assigned Program Directors section. The columns include the following:

• Status: This column indicates if any assignment changes are pending. If this column is blank, no changes are currently pending.

• Pending: This column allows for users to cancel pending changes.

• Contract: This column lists an agency’s contract(s).

• Assigned Program Director: This column shows the currently assigned program director for agency’s contract(s).

• Assign: This column allows for users to confirm the assignment of the program director to the respective contract type.

Change a Contract's Assigned Program Director

1. Determine which program directors’ assignments must be changed.
   
   
2. Expand the dropdown list that contains all the program directors for an agency; select the program director’s name whose assignment is to be changed.
   
   Result: The program director’s name is listed.
   
   
3. Select the “Assign” button to submit the change.
   
   Result: The Status column displays “Pending Assignment." The following is also displayed:
   
   
   • The text “Your changes have been submitted” appears below the Contracts and Assigned Program Directors table.
   • A "Cancel Pending Assignment" button is displayed, which allows agencies to cancel recently submitted changes.
4. When an agency’s consultant approves an assignment change, the Status column is blank.

Cancel Changes to Contract's Assigned Program Director

If, for any reason, agencies want to cancel the assignment changes made, follow the below steps:

1. Select the "Cancel Pending Assignment" button that appears to the left of the program director's name.
   

   Result:The following message appears below program director table along with two additional buttons.

   Message:Selecting "Cancel Pending Assignment" will remove all pending edits for [program director name].

   Buttons:"Keep Pending Assignment" or "Cancel Pending Assignment."

2. Select the "Cancel Pending Assignment" button to cancel assignment changes made and restore the original information. Click the "Keep Pending Assignment" button to keep assignment changes made; assignment changes remain pending.
   
3. After clicking the "Cancel Pending Assignment" button, the Status column is blank as there are no longer pending changes. The original information the CDMIS stored for the program director’s assignment is restored.

Exit the Edit Program Director Information Screen

• Select the "Main Menu" link that appears just above the page name.
• Select the "Log Off" link that appears just above the page name.
• Select the "Return to Edit Agency Information" button.

Error Messages and Solutions

A Prefix is required.

Problem: An agency added a new program director or edited an existing program director with no prefix selected.

Solution: Select a prefix from the drop down list and click the "Submit Changes" button.

Program Director First Name is required.

Problem: The program director's first name is missing, contains only one letter, or contains only numbers.

Solution: Review the information provided for the program director's first name, make corrections as necessary, and click the "Submit Changes" button.

Program Director Last Name is required.

Problem: The program director's last name is missing, contains only one letter, or contains only numbers.

Solution: Review the information provided for the program director's last name, make corrections as necessary, and click the "Submit Changes" button.

The Program Director you are adding already exists.

Problem: A program director with the same first and last name already exists. A program director cannot be listed more than once.

Solution: Review the existing program directors listed for the agency and click the "Edit" button to update the desired program director’s information.

A P.O. Box or a Street Address is required.

Problem: The program director’s address is missing or an invalid P.O. Box or street address is listed.

Solution: Enter a P.O. Box or street address for the program director and click the "Submit Changes" button.

A complete P.O. Box or a Street Address is required.

Problem: The program director's P.O. Box or street address does not contain enough information.

Solution: Review the information entered, enter complete information for the P.O. Box or street address, and select the "Save Changes" button.

A City is required.

Problem: The city information is not provided.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

The City is not valid for this Zip Code.

Problem: The zip code and city entered do not go together, or the city name entered is misspelled.

Solution: Review the information entered, make corrections as necessary, and click the “Submit Changes” button. The two data fields are validated against each other so both must be entered correctly.

A Phone Number is required.

Problem: The phone number is not provided.

Solution: Enter the program director's phone number and click the "Submit Changes" button.

The Phone Area Code is not valid for California.

Problem: The area code entered does not exist in California.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

A Valid Phone Number is required.

Problem: The phone number entered does not contain ten (10) numbers or contains non-numeric (not 0 – 9) characters.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

The Fax Number is required.

Problem: A fax number is not provided.

Solution: Enter the program director's fax number and click the "Submit Changes" button.

The Fax Area Code is not valid for California.

Problem: The fax area code entered does not exist in California.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

A Valid Fax Number is required.

Problem: The fax number entered does not contain ten (10) numbers or contains non-numeric (not 0 – 9) characters.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

A Valid Email Address is required.

Problem: The email address provided is either missing or incomplete.

Solution: Review the information entered, make corrections as necessary, and click the "Submit Changes" button.

You cannot unassign a program director from a contract.

Problem: A contract assignment has been changed from a program director to "Not Assigned.” A program director must be assigned to every contract an agency has with the ELCD.

Solution: Select the correct program director from the dropdown list and click the "Assign" button. If a program director does not appear on the dropdown menu, click the "Add a New Program Director" button under the Program Directors section. Once the new program director is added, agencies can assign them to a contract.

FAQs about Edit Program Director Information

 

Return to CDMIS User Manual: Chapter 5