Add/Edit Sites or Offices

Overview

The Add/Edit Sites or Offices screen is used to add or change information about sites or offices, which are used by agencies in relation to their contract(s) with The Early Learning and Care Division (ELCD).

Each contract an agency has with the ELCD must be assigned to at least one site or office based on the definitions below. Agencies with contracts that fall into both the site and office categories should have both sites and offices listed. For the purpose of maintaining information within the Child Development Management Information System (CDMIS), sites and offices are defined in the Required Information section below.

When viewing the table on the Add/Edit Sites or Offices screen, the column "Facility Type" indicates whether the facility listed is a "Site" or an "Office".

Required Information

Site

A site is the physical location (one or more classrooms) where child care and development services are provided to children through an agency’s contract(s) with the ELCD. Agencies with the following contract types have sites: General Child Care and Development (CCTR), California State Program for Severely Disabled Children (CHAN), California Migrant Child Care and Development Program (CMIG), and California State Preschool Program (CSPP). The ELCD requires agencies to provide the following information for each site:

• At least one site must be listed to indicate where subsidized child care services were provided to children through an agency’s contract(s) with the ELCD.
  
  
• Each site must have at least one assigned contract (i.e., the contract that funds the subsidized child care services provided to children at that location).
  
  
• Each site must have at least one license (whether license-exempt or not).
  
  
• Each contract associated with this facility type, as defined above, must be assigned to at least one site.

For each site, agencies must provide the following information:

• Site name and address. For licensed facilities, the name and address should match the name and address on the license issued by the California Department of Social Services (CDSS), Community Care Licensing.
  
  
• First and last name of site supervisor.
  
  
• Phone number of site supervisor.
  
  
• All contracts that fund subsidized child care services provided to children at that site. Indicate the total number of children served by age group and funded by each contract in a typical day (for agencies adding new sites, enter the information based on anticipated numbers of children to be served). Enter zero (0) if there are no children in an age group.
  
  
• All licenses for that site issued by the CDSS, Community Care Licensing. If a site is license exempt, enter “EXEMPT” as the license number. If unsure, contact the agency’s consultant.

Note Regarding Family Child Care Home (FCCH)s: If agencies provide services to children in FCCHs through a CSPP, CCTR, or CMIG contract with the ELCD, agencies must also list this contract in the FCCH Information section of the Update Agency Information screen. The number of children reported by age group under the FCCH Information section is a sub-set of the number of children listed that are served at a site.

Office

An office is the administrative facility where families apply for services or obtain information related to specific contracts.

Agencies with the following contract types have offices; CalWORKs Stage 2 (C2AP), CalWORKs Stage 3 (C3AP), California Pivotal Pratice Program (CAPP), California Family Child Care (CFCC), California Migrant Child Care and Development Program (CMAP), and California Resource and Referral Program (CRRP).

The following rules apply to agencies with these contract types:

• Each agency must have at least one office.
  
  
• Each of the agency's contracts with the ELCD that are associated with this facility type, as defined above, must be assigned to at least one office.

For each office, agencies must provide the following information:

• Office name and address.
  
  
• All contracts associated with the office and the total number of children served by age group and funded by each contract in a typical day, except as follows:
  
  
  • CRRP contracts must be assigned to the office they are associated with; no child counts are collected for this contract type as it is a referral contract only.
    
    
  • CFCC contracts must be assigned to the office they are associated with; no child counts are collected because this information is collected in the FCCH Information section along with the number of homes where children are served.
    

Note Regarding Facilities as Sites and Offices: If one or more of an agency’s facilities operates as both a site and an office, that facility should be listed twice. For example, an agency with a CAPP contract operates an administrative office at a facility where families can apply for services or obtain child care information; the same facility has a licensed classroom where services are provided to children funded from the agency’s CCTR contract. Because both services are provided at the same address, both facility types need to be listed.

Step-by-Step Instructions

Add a Site or Office

1. Click the "Add a New Site or Office" button.

• Note: Agencies are prompted to select the type of facility to be added if the agency has both contracts types (those that have offices and those that have sites). This ensures that agencies are provided with the correct screens to enter information.

2. Select the desired facility type to add and click the "Submit" button.

Result:A screen loads where information based on the facility type selected can be entered.

3. Enter all required information for the site (indicated by an *) and click the “Submit Changes” button. If red error messages appear regarding missing or invalid site information, correct the information and click the “Submit Changes” button again. Repeat this process until no red error messages are displayed.

Note:If red error messages appear regarding missing or invalid site information, correct the information and select the “Save Changes” button again. Repeat this process until no red error messages are displayed.
4.For New Sites: Once agencies have successfully submitted the requisite information, two additional sections appear that must be completed for the new site: Number of Children Served in Each Contract (under this section, agencies must add a contract to this new site) and License (under this section, agencies must add a license to the new site). Follow the instructions provided in the How to Add, Update, or Delete Information for Existing Sites or Offices section and Additional Requirements for Sites section below for detailed steps regarding adding a contract and a license.

Note For New Offices: Once agencies have successfully submitted the requisite information, an additional section appears that must be completed for the new office, the Number of Children Served in Each Contract that contains an "Add Contract" button. Click this button to add a contract to the office. Agencies must assign at least one contract to an office before it is considered complete. Follow the instructions above on adding a contract.

Note Regarding New Sites or Offices: New sites or offices are not be submitted for approval to an agency’s consultant until all information has been provided. If an agency does not add a contract for a new office or if an agency does not add both a contract and a license to a new site, the Status column on the Add/Edit Sites or Offices screen displays "Incomplete" and the new site or office added is not submitted to the agency’s consultant for review.

Cancel a Pending Site or Office

1. Select the "Cancel Changes" button that appears to the left of the site or office name.

   Result:The following message appears below the table containing the sites and offices along with two additional buttons: "Keep Changes" or "Cancel Changes."

   Message:Selecting "Cancel Changes" removes all pending changes for the [site/office name] site/office. This includes any pending changes to the number of children for each contract and/or pending changes to licenses for the site/office.
   

2. Select the "Cancel Changes" button to remove the add site/office request. Click the "Keep Changes" button to keep the new site/office as pending; the add site/office request remains pending. The site/office is added to the list of sites/offices along with their associated contracts and licenses when the agency’s consultant approves the changes.
   
   
3. After selecting the "Cancel Changes" button, the pending site/office name is removed from the list.

Step-by-Step Instructions: Edit/Delete Site or Office Information

This section describes how to add, update, or delete information for a selected site or office. It also provides instructions on how to cancel pending changes made so they are not forwarded to an agency’s consultant for review and approval. Contracts should only be associated with a site or office if funds from that contract are used to provide subsidized child care services at that site or office. The CDMIS does not allow a contract to be deleted from a site or office if the contract is not associated with at least one other existing site or office.

1.Select the "Edit" button to the right of the site or office to be updated.

Result:The section expands for agencies to update the name, supervisor, phone number, and fax number for the site or office.

Note: Agencies cannot update site or office addresses. If an address needs to be changed, agencies must add a new site or office with the updated address and delete the site or office with the outdated address.

2.Select the “Save Changes” button.

Result:The changes made were updated; the text "Approval Status: Edited – Pending" appears above the site or office name. The "Edit" button is displayed to allow changes to be made as necessary. The text "Your changes have been submitted" appears.

Note:If there are error messages regarding missing or incorrect information, correct the related information and select the “Save Changes” button. Agencies must resolve all error messages or changes made are lost.

3.Select the "Select another Site to Edit" button.

Result:Agencies return to the Add/Edit Sites or Offices screen. The Status column displays "Edited – Pending" next to the site or office. A "Cancel Changes" button appears between the status column and the Site/Office name column, which allows agencies to undo changes submitted. In addition, the "Delete" button is no longer displayed. Agencies can continue to edit the site or office information while edits are pending. Once changes have been approved by an agency’s consultant, the Status column is blank and the "Delete" button is displayed.

Cancel Pending Changes

1. Select the "Cancel Changes" button that appears to the left of the site or office name.
   

   Result:The following message appears below the table containing the sites and offices along with two additional buttons: "Keep Changes" or "Cancel Changes."
   

   Message:Selecting "Cancel Changes" will remove all pending changes for the [site/office name]. Any pending changes to contracts or licenses associated with a site or office are also cancelled and the original information is restored. If some changes need to be made, the information must be submitted again.
   
2. Select the "Cancel Changes" button to remove the changes and restore the original information. Click the "Keep Changes" button to keep the changes made; the changes remain pending.
   
   
3. Select clicking the "Cancel Changes" button, the Status column is blank as there are no longer any pending changes for the site or office. The original information is restored and the "Delete" button is displayed.

Delete Site or Office Information

1. Under the Number of Children Served in Each Contract section, click the “Delete” button to the right of the site or office to be deleted.
   

   Result:The following message appears below the list of sites and offices along with two additional buttons: "Cancel Delete" and "Confirm Delete"

   
   Message:Confirm Deletion of the [site/office name] site/office.
   
2. Click the “Confirm Delete” button to submit the delete request. Click the “Cancel Delete” button to cancel the delete request.
   
   Result: After confirming the delete, the Status column displays “Delete – Pending” next to the site or office; the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the site or office is removed from the list.

Step-by-Step Instructions: Number of Children Served in Each Contract

This section describes how to cancel a pending add, update, or delete for an agency’s contract.

If an agency needs to undo any changes made to a contract, the agency must cancel all changes for the site or office. This undoes all the changes made to the site or office that are still pending approval.

Age Group Descriptions

The age groups defined below are displayed based on the type of contract agencies are updating. Agencies with only a CSPP contract can only enter information in the three-year-old, four-year-old, and preschool-other fields as their programs can only provide services to children in a limited age group.

• Infants: Birth to 18 months.
  
• Toddlers: 18 months to 36 months.
  
• Preschoolers: 36 months to Kindergarten.
  
• School-age: Kindergarten to age 13.
  
• Three-year-olds: Children who will turn 3-years-old on or before December 1 of the FY in which they are enrolled in a CSPP through an agency’s contract with the EED. Children who have their third birthday on or after December 2 of the FY may be enrolled in a CSPP on or after their third birthday through an agency’s contract with the EED.
  
• Four-year-olds: Children who will turn 4-years-old on or before December 1 1 of the FY in which they are enrolled in a CSPP, or a child whose fifth birthday occurs after September 1 of the FY in which they are enrolled in a CSPP and whose parent or guardian has opted to retain or enroll them in a CSPP  through an agency’s contract with the EED.
• Preschool-other:
  Children receiving services in the CSPP who turn three years old after December 1 and have their third birthday during or before the report period of the FY in which they received subsidized childcare services through an agency’s contract with the EED.
• Children receiving services in the CSPP who turn three years old after December 1 and have their third birthday during or before the report period of the FY in which they received subsidized childcare services through an agency’s contract with the EED.

• Children receiving services in the CSPP who turn five years old on or before between September 1 of the FY in which they received subsidized childcare services through an agency’s contract with the EED and the CDD-801A or CDD-801B report month is July, August, or September.

Add Information

1. Under the Number of Children Served in Each Contract section, click the “Add a New Contract” button.
   
   Result: The section expands to allow information to be added.
   
   
2. Select the contract from the dropdown list to be added to the site or office. Depending on the type of contract selected, certain fields are displayed for agencies to enter number of children served by age group and funded by the contract based on the typical daily enrollment. If no children are served in a particular age group, enter zero (0). Only add contracts to sites or offices that fund subsidized child care services to children through that site or office.
   
   
3. Click the “Submit Changes” button to add the contract to this site or office.
   
   Result: The changes made are updated and the Status column displays "New – Pending" next to the contract. The text "Child count changes were submitted" appears below the contracts list. The "Edit" button is displayed to allow changes to be made, if needed.
   
   
4. Repeat Steps one – three to add additional contracts to the site or office.
   
   Result: If red error messages appear when the "Submit Changes" button is clicked, agencies must resolve the error messages indicated and click the "Submit Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the Number of Children Served in Each Contract list is displayed and the text "Child count changes were submitted" appears below the list of contracts.

Update Information

1. In the Number of Children Served in Each Contract section, select the “Edit” button to the right of the contract to be updated.
   
   Result: The section expands and agencies can update information for the different age groups displayed.
   
   
2. Update the information as necessary to reflect the typical daily enrollment. If no children are served in a particular age group, enter zero (0) for that age group.
   
   
3. Click the “Submit Changes” button to save changes.
   
   Result: The changes made were updated, the Status column displays "Edited – Pending" next to the contract, and the text "Child count changes were submitted" appears below the list of contracts.
   
   If red error messages appeared when the "Submit Changes" button is clicked, agencies must resolve those error messages indicated and select the "Submit Changes" button again. This process must be repeated until red error messages no longer appear.

Delete Information

Agencies should only delete a contract from a site or office because funding from that contract no longer provides child care services to children at the site or office. To delete contract information, follow the steps below. Once an agency’s consultant approves the delete, the contract is no longer displayed.

1. In the Number of Children Served in Each Contract section, click the “Delete” button to the right of the contract to be deleted from the site or office.
   
   Result: The message "Confirm deletion of this contract" appears.
   
   
2. To delete the contract, click the “Confirm Delete” button to submit the delete request. The message "The deletion was submitted" appears below the list of contracts.
   
   Result: The main Add/Edit Sites or Offices screen reloads; agencies see “Delete – Pending” in the Status column next to the contract and the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the contract is removed from the list.
   
   Agencies cannot delete the only remaining contract from a site or office if that contract is not associated with at least one other site or office. To modify information, follow the instructions above or add the contract to the site or office it should be associated with and delete it from the site or office where it should not be listed.

Step-by-Step Instructions: Licenses

Sites are required to have licenses or be exempt from licensing per regulations. Questions regarding licensing should be directed to an agency’s consultant.

Add License

1. Click the “Add a New License” button.
   
   Result: The section expands to allow information to be added.
   
   
2. Enter the License Number as it appears on the license from the CDSS, Community Care Licensing. If agencies are exempt from licensing, enter "EXEMPT" (do not include the quotation marks) in the license field and select the closest License Type that applies to the site. License Types are as follows:
   
   I: Infant Care Center (birth through 24 months)
   D: Day Care/Child Care Center (25 months through Kindergarten)
   S: School Age Center (Kindergarten through age 17)
   H: Center for Mildly Ill Children
   
   
3. Enter the License Capacity as it appears on the license. If agencies are exempt from licensing, enter the capacity determined by the Fire Marshall or Fire Department inspections.
   
   
4. Select the Start and End times, including AM and PM, to indicate the hours of operation.
   
   
5. Click the “Submit Changes” button to submit the information and add the license to the site.
   
   Result: The changes made are updated and the Status column displays "New – Pending" next to the license. The "Edit" button is displayed to allow changes to be made and the text "Your changes have been submitted" appears below the License list.
   
   If red error messages appear when the "Submit Changes" button is clicked, agencies must resolve the error messages indicated and click the "Submit Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the text "Your changes have been submitted" appears below the list of licenses.

Update License

1. Click the “Edit” button to the right of the license to be edited.
   
   Result: The section expands and agencies can update the information for the license.
   
   
2. Update the information as necessary.
   
   
3. Click the “Submit Changes” button to submit the changes.
   
   Result: The changes made are updated and the Status column displays "Edited – Pending" next to that license. The text "Your changes have been submitted" appears below the list of licenses.
   
   If red error messages appear when the "Submit Changes" button is clicked, agencies must resolve the error messages indicated and click the "Submit Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the text "Your changes have been submitted" appears below the list of licenses.

Delete License

Agencies should only delete a license from a site because that license is no longer applicable. Once an agency’s consultant approves the delete, the contract is no longer displayed in that list.

1. Click the “Delete” button to the right of the license to be deleted.
   
   Result: The following message appears below the license table along with two additional buttons: "Cancel Delete" and "Confirm Delete".
   
   Message: Confirm Deletion of License [license number] from this site.
   
   
2. Click the “Confirm Delete” button to submit the delete request. Click the “Cancel Delete” button to cancel the delete request.
   
   Result: After confirming the delete, the Status column displays “Delete – Pending” for that license and the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the license is removed from that site.
   
   Agencies cannot delete the only remaining license for a site. If agencies wish to update license information, follow the instructions above under the Update License section.

Cancel Pending License

1. Click the "Cancel Changes" button that appears next to a site's name on the Add/Edit Sites or Offices screen to undo pending changes for a site (i.e., add a license to a site [status is "New – Pending"], update license information for a site [status is "Edited – Pending"], or submit a delete request for a site [status is "Delete – Pending"]).

Exit the Add/Edit Sites or Offices Screen

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

Error Messages and Solutions

A site name is required.

Problem: You have added or edited a site and there is no name in the Site Name field.

Solution: Enter a name for this site or office.

An address is required.

Problem: No street address has been provided for this site or office.

Solution: Enter the street address where this site or office is located and select the "Submit Changes" button.

A City is required.

Problem: No City has been provided for this site or office.

Solution: Enter the City where this site or office is located and select the "Submit Changes" button.

A valid five digit or nine digit zip code is required.

Problem: No zip code has been provided for this site or office.

Solution: Enter a valid zip code for this site or office and select the "Submit Changes" button.

A valid Site Supervisor's First Name is required.

Problem: The Site Supervisor's First Name is missing, too short, or contains invalid characters.

Solution: The Site Supervisor's First Name must have at least two characters and cannot contain any numbers or extra spaces. Enter the correct information for the Site Supervisor's First Name and select the "Submit Changes" button.

A valid Site Supervisor's Last Name is required.

Problem: The Site Supervisor's Last Name is missing, too short, or contains invalid characters.

Solution: The Site Supervisor's Last Name must have at least two characters and cannot contain any numbers or extra spaces. Enter the correct information for the Site Supervisor's Last Name and select the "Submit Changes" button.

A valid 10-digit phone number is required.

Problem: The phone number for the Site Supervisor is missing or incomplete.

Solution: Enter the correct information for the Site Supervisor's phone number and select the "Submit Changes" button.

The phone area code is not valid for California.

Problem: You have entered an area code that contains non-numeric character.

Solution: Enter the correct area code for the site supervisor's phone number and select the "Submit Changes" button.

The Fax area code is not valid for California.

Problem: You have entered an invalid area code for the Fax number.

Solution: Enter the correct area code for the site supervisor's Fax number and select the "Submit Changes" button.

A valid email address is required.

Problem: The email address is either missing or incomplete.

Solution: Enter the site supervisor's full email address and select the "Submit Changes" button.

You cannot delete this [site/office] because the contract [contract number] must be assigned to at least one [site/office].

Problem: The contract assigned to the site or office you are trying to delete is not assigned to any other site or office or it is still a pending add on another site or office. A contract must be assigned to at least one site or office.

Solution: You must assign the contract related to this site or office to another site or office first. Once that contract assignment to the other site or office is approved by your Child Development Consultant, then you will be able to delete this site or office. If the contract is still add - pending to another site or office, you will have to wait until the Child Development Consultant approves that addition to the other site or office, then you will be able to delete this site or office.

You cannot delete the only remaining approved contract from a site or office.

Problem: The contract you are trying to delete is the only currently approved contract for this site or office. It cannot be deleted until a new contract is added and approved by the Child Development Consultant.

Solution: Each contract is required to be assigned to at least one site or office and our system will not allow you to remove the last remaining contract assignment for a site or office. If a different contract is funding services to children at this site, add it first, wait for the Child Development Consultant to approve it, then you can delete the other contract.

You cannot delete the only remaining approved license from a site.

Problem: You are trying to delete the only remaining license from a site.

Solution: Each site is required to have at least one license. Before you can delete this license, you must add a new license to this site and it must be approved by your Child Development Consultant. Once it is approved (status is blank next to the new license), you will be able to delete the old license.

You cannot delete this contract because a CCTR contract must be associated with at least one site or the contract must be listed in the Family Child Care Home (FCCH) Information section.

Problem: You are trying to delete a CCTR contract from the only remaining site it is assigned to. The contract must be listed somewhere.

Solution: Add the CCTR contract to another site where children are funded under this program or, if Family Child Care Homes are used to provide services under this contract, go to the Update FCCH Information section and add the CCTR contract there. Once the changes have been approved, you will be able to delete the CCTR contract from the other site.

A site with this address already exists.

Problem: You are trying to add a new site that already exists at the address you entered. You cannot have more than one site listed at the same address.

Solution: Look at addresses for each of the existing sites for your agency. Sites and Offices are listed alphabetically by their name. When you locate the site, review the information and update it as needed.

An office with this address already exists.

Problem: You are trying to add a new office that already exists at the address you entered. You cannot have more than one office listed at the same address.

Solution: Look at addresses for each of the existing offices for your agency. Sites and Offices are listed alphabetically by their name. When you locate the office, review the information and update it as needed.

FAQs about Add/Edit Sites or Offices

Return to CDMIS User Manual: Chapter 5