Data File
Contents

Requirement

Families with children enrolled in the program have met the eligibility requirements of that contract, & the required documentation is complete. A family data file has been established for each family, including a completed application for services & supporting documentation.

Regulations/Reference

CCD Program Instrument: I. Family Files CCD 02, 03, 04 & 05
Title 5: 18078, 18081–18085, 18089, 18090, 18093, 18096, 18100, 18103, 18107, 18191 (CMIG), 18221 & 18222 (CAPP), 18405–18408 (CalWORKs Stage 2), 18420–18423 (CalWORKs Stage 3)

Monitoring Review Evidence

• Application for Services & Information Verification

• Records of Eligibility, Residency & Family Size

• Records of Verification of Eligibility Information

• Written Materials for Parents

File Checklists

Parent Enrollment Checklists/Tools

Family Data File Monitoring Tool

Family Data File

Child Data File (Licensing)

The regulations require a family data file be established for each family receiving subsidized care, including a completed application for services & supporting documentation.

What this might look like in a program:

• Family provides documentation based on the Parent Enrollment Checklist that includes what is needed for the program

• Enrollment Specialist reviews documentation to determine if it meets the requirements

• Enrollment Specialist completes an Application for Services based on supporting documentation. The application is then reviewed with the parent. Parent signs confirming their information is correct

• Enrollment Specialist issues an approval or denial Notice of Action

• Enrollment Specialist organizes the file based on the Family Data File Checklist and Child Data File Checklist

Alternating Residence

According to the regulations, when a child’s residence alternates between the homes of separated or divorced parents, eligibility must be determined separately for each household in which the child is residing during the time child development services are needed.

PHOTO EXAMPLE:

• Child lives at mom’s house every other week & dad’s house every other week

• Since the child alternates between both mom & dad’s house, 2 separate family data files with separate applications & supporting documents for each parent must be completed

Foster Parent/Guardian

According to the regulations, when a child & his or her siblings are living in a family that does not include their biological or adoptive parent, “family” shall be considered the child & related siblings.

PHOTO EXAMPLE:

In this household there are 3 different families

• First family: Unrelated foster child

• Second family: Married couple with one child

• Third family: Two siblings that are foster children

In this example, if all children were enrolled from this household, 3 separate family data files with separate applications & supporting documents for each family must be completed

Proof of Residency

According to the regulations, families enrolled in a subsidized program must live in California; therefore, the state requires programs to have proof of residency in the family data file.

• Evidence of a street address or post office address

• Homeless may submit declaration of intent to live in California

Determination of eligibility shall be without regard to the immigration status of the child or the child's parent(s), unless under a final order of deportation from the United States Department of Homeland Security

Emergency Information

The family data file must include the current emergency information required by California Code of Regulations for all children enrolled and for children receiving care from a license-exempt provider, immunization records are required to be kept on file when there are other unrelated children being cared for in the home.

NOTE: For participants who select a Licensed-Exempt Home Provider, additional documentation is required:

• Child’s Preadmission Health History - Parent’s Report (LIC 702)

• Physician’s Report (non-school age only) (LIC 701)

• Parent’s Rights Form (LIC 995A)

• Personal Rights Form (LIC 613A)

• Consent for Emergency Medical Treatment Form (LIC 627)

Exceptional Needs Child | Teen

CHILD

File must contain CURRENT exceptional needs documentation if the provider is caring for an exceptional needs child whom they are requesting a rate adjustment for.

1. Individual Family Service Plan (IFSP) OR Individualized Education Program (IEP)

TEEN

If a child with exceptional needs is 13 through 21 years of age. Documentation of exceptional needs must include:

1. Individual Family Service Plan (IFSP) OR Individualized Education Program (IEP) AND

2. Signed statement by a legally qualified professional that includes:

• Child requires the special attention of adults in a child care setting, and

• Name, address, license number, & telephone number of the legally qualified professional who is rendering the opinion

Court Order

If the family has a court order that impacts child care & development services, this must be included in the family data file too.

File System

As you start to build a family data file, think of it as telling the family’s story through documentation. Anyone who picks up the file to review it, should clearly understand the family’s eligibility story.

Make No Assumptions

• Organize documentation. Use a File Checklist as a guide to set-up EACH file

• Include case notes for unique situations or special requests

• If applicable, include staff attestations

NOTE: If a document in the family data file is being used to provide proof of multiple items, then it is best practice to record what proof it applies too

• For example: Paystub that includes an address might be used to document income eligibility & residency. Make a note at the bottom of the document stating “Proof of eligibility & residency”

Monitoring Tool: Family Data File

Tool used to check work & provide an opportunity for training as it relates to the components of a Family Data File. Ideas for using this monitoring tool:

• After completing all lessons related to the family data file, new employee reviews multiple files for the purpose of understanding how all of the components learned are put together to build the family data file

• Quarterly, enrollment staff & supervisor(s) randomly select family data files to be reviewed. This time is used to check work & provide an opportunity for hands-on training for ALL staff levels. Sample Guidelines:

  • Cross review files (Review co-workers files, not your own)

  • Create ground rules that support open conversation (“No judgement” zone)

  • Clear purpose is to network, learn together as a team & identify areas that need tweaked or further support

After reviewing the video lesson & sketch pad notes, it’s time to check for understanding by completing a Knowledge Check. Note that Individual Knowledge Checks will conclude with a Certificate.

Individual Knowledge Check (ProProfs) >

Group Knowledge Check (Kahoot!) >