Management Bulletin 24-12

Early Education Division

Subject: Family Childcare Provider Information: Data Elements to be Reported

Number: 24-12

Date: December 2024

Expires: Until Rescinded

Authority: California Welfare and Institutions Code (WIC) sections 10421(b) and 10422; Article 2.2 of the Agreement Between the State of California and Child Care Providers United (CCPU) (September 12, 2023)

Attention: Executive Directors and Program Directors of all California State Preschool Programs providing services through a Family Child Care Home Education Network (FCCHEN)

Purpose

The purpose of this Management Bulletin (MB) is to do all of the following:

1. To inform contracting agencies of the requirement to collect and provide to the California Department of Education (CDE) specific business and personal information pertaining to individuals who operate family childcare homes (FCCH);
2. To provide guidance, resources, and technical assistance to contracting agencies on the timelines and processes for the collection and submission of the required data; and
3. Rescind and replace MB 19-06 and MB 20-02.

All directives and guidance found in this MB supersede the guidance found in MBs 19-06 and 20-02.

Policy

Contracting agencies approved to operate a California State Preschool Program (CSPP) that provides services through a Family Child Care Home Education Network (FCCHEN) must collect and submit the specific business and/or personal information of FCCH providers on a monthly basis in a Subsidized Provider Report (SPR) in the Child Development Management Information System (CDMIS) as detailed in this MB. The provider's information may be used by the CDE in the event of a local emergency. In addition, such information will be passed on to the provider organizations to assist with communication with the provider for purposes of the collective bargaining process.

For purposes of this MB, a FCCH provider or “provider” is defined as an individual who provides CSPP services through a FCCHEN and who operates a FCCH, as defined in Section 1596.78 of the Health and Safety Code, and who is licensed pursuant to the requirement in Section 1596.80 of the Health and Safety Code.

Directives for Implementation

Notice to Providers

As required by the Information Practices Act (Civil Code Section 1798.17), prior to collecting and submitting the data elements, referenced below, contracting agencies must send a notice to all impacted providers about the fact that this information is being collected and submitted to the State and redisclosed to Child Care Providers United (CCPU). The CDE has drafted a Notice to Providers, with the relevant code sections which are available for contractors on the CDE SPR web page at https://www.cde.ca.gov/sp/cd/ci/spreport.asp. While the Notice to Providers must be sent out as soon as possible in order to make current providers aware of the collection and use of their information in compliance with the law, the notice to new providers can simply be included with an agency’s initial paperwork.

Data to be Collected

The following information is required to be collected and submitted:

• Provider’s name
• Provider’s home address*
• Provider’s mailing address
• County
• Work and cellular telephone numbers
• Email address, if known
• Agency, contractor, or subcontractor administering the program
• State facility license number, if applicable
• The date the provider began subsidy care
• The date the provider ended subsidy care, if applicable
• The unique provider identification number, if applicable
• A ‘Yes’ or ‘No’ field that identifies that there is a license number
• Home telephone number, if known
• Provider’s home language (optional)
• Amount of subsidy payment**

*Pursuant to Welfare and Institutions Code (WIC) Section 10422(j), the Notice to Providers informs those providers approved as participants in the Secretary of State Address Confidentiality Program, that a designated address may be provided in lieu of a home address.

**Effective July 1, 2024, contracting agencies that are readily able to provide amounts of all subsidies paid in the report month for each provider must include those data in the SPR. Contracting agencies that are unable to meet this timeframe shall submit an implementation plan to their Program Quality Implementation (PQI) consultant and to CCPU at info@childcareprovidersunited.org no later than July 1, 2024.

The complete list of data fields you will need to enter is provided in the SPR Technical Manual, available on the CDE SPR web page at https://www.cde.ca.gov/sp/cd/ci/spreport.asp. The SPR will be due on the 20th of the month and will contain the information on providers who were paid in the previous month.

Data Reporting

In order to transfer provider data to provider organizations, the CDE requires agencies to submit data through the CDE CDMIS through October 2024. For further information and detailed technical instructions on how to submit provider information through CDMIS, please refer to the SPR Technical Manual as described above.

Commencing with the October 2024 Report in November 2024, the SPR will transition from being submitted in the CDE CDMIS and will be required to be submitted in the California Department of Social Services (CDSS), Child Care and Development Division’s CDMIS until otherwise determined by the CDE. The CDSS CDMIS will be available for SPR upload on November 19, 2024. All CSPP contracting agencies that have FCCH providers offering CSPP services through a FCCHEN must submit the SPR to the CDSS CDMIS starting with the October 2024 reporting period; as of that date, the CDE CDMIS will no longer be used for SPR submission. Agencies who mistakenly upload and submit their October 2024 SPR via the CDE CDMIS will be required to resubmit this report to the CDSS CDMIS.

CSPP contracting agencies that also hold a CDSS childcare contract will use their CDSS CDMIS credentials to upload and submit their SPR, including both their CSPP and CDSS provider information. CSPP contracting agencies that do not hold any CDSS childcare contracts will be provided CDSS CDMIS credentials to upload and submit the SPR. While the SPR is collected in the CDSS CDMIS, any CSPP contracting agency without any active CDSS contracts that is approved to provide CSPP services through a FCCHEN will be required to reach out to the CDE CDMIS Support Team to receive access to the CDSS CDMIS for SPR submission. CSPP contracting agencies will not report any other CSPP data in the CDSS CDMIS.

The table above provides information regarding SPR reporting periods. For information and detailed technical instructions on how to submit provider information through CDMIS, please refer to the SPR Technical Manual.

Further information regarding report due dates is available on the SPR Submission Schedule available on the CDE SPR web page at https://www.cde.ca.gov/sp/cd/ci/spreport.asp.

Combined Contract Code

The Combined Contract Code identifies the contract types in which a provider was paid. Beginning July 1, 2024, the SPR transitioned to a 10-digit format, with the first digit dedicated to the reporting of the Bridge Program. This change eliminates the need to specify "BRIDGE" in the Local Provider Identification Number field.

The revised procedures are as follows:

• For providers not offering the Bridge Program:
  • Include a leading digit of '0' in the Combined Contract Code to signify the absence of Bridge Program subsidies.
• For providers with multiple subsidy payments, including the Bridge Program:
  • Use the updated Combined Contract Code in accordance with the revised technical manual.
  • Discontinue the practice of adding "BRIDGE" to the Local Provider Identification Number.
    

Background and Authority

Senate Bill (SB) 75 (Chapter 51, Statutes of 2019) as adopted in the omnibus trailer bill of the Budget Act of 2019, requires the CDE to collect and submit to provider organizations, as defined in SB 75, specific business and/or personal information of FCCH providers.

Assembly Bill (AB) 378 (Chapter 385, Statutes of 2019), as adopted by the Governor on September 30, 2019, and effective January 1, 2020, gives providers the right to form a single, statewide childcare provider organization and to collectively bargain with the state on a range of topics, including, but not limited to, reimbursement rates, payment and reporting procedures, and professional development. This bill also requires the CDE to collect and submit to provider organizations additional business and/or personal information.

Article 2.2 (Part B) of the Agreement between the State of California and CCPU and SB 140 (Chapter 193, Statutes of 2023) as adopted by the Governor on September 13, 2023, and effective July 1, 2024, require the CDE to collect and submit to provider organizations additional business and/or personal information (the amount of subsidy paid to the provider).

Resources

The Notice to Providers is ready to be sent to current providers and is available on the CDE SPR web page at https://www.cde.ca.gov/sp/cd/ci/spreport.asp. Notice must be sent to your current providers as soon as possible and to new providers with the agency’s initial paperwork.

If you have questions or would like additional information about the Agreement between the State of California and CCPU, a copy of the current agreement can be accessed at https://www.calhr.ca.gov/Pages/childcare-providers-labor-relations.aspx .

If you have any programmatic questions regarding the information in this MB, please contact your assigned EED, Program Quality Implementation Office regional consultant. The CDE Consultant Regional Assignments Directory can be accessed at
https://www.cde.ca.gov/sp/cd/ci/assignments.asp.

If you have any fiscal questions about the information in this MB, please contact your assigned Early Education and Nutrition Fiscal Services (EENFS) fiscal analyst. The CDE Fiscal Analyst Directory can be accessed at https://www.cde.ca.gov/fg/aa/cd/faad.asp.

This MB is mandatory only to the extent that it cites a specific statutory or regulatory requirement, and is not prescriptive, pursuant to California Education Code (EC) 33308.5.