Lesson 2
Family Data File
Lesson 3
Attendance
Lesson 4
Parent Involvement & Education
Lesson 5
Health & Social Services
Lesson 6
Site Licensure & License Exempt
Lesson 7
Staff-Child Ratios
Lesson 8
Classroom Assessment System
Lesson 9
Nutritional Needs
Lesson 10
Desired Results Profile & Data
Lesson 11
Qualified Staff & Director
Lesson 12
Staff Development Program
Lesson 13
Refrain from Religious Instruction
Lesson 14
Inventory Records
Lesson 15
Annual Evaluation Plan
Lesson 16
Fiscal
Lesson 17
CDMIS 801A & 801B Reporting
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.
For part-day CSPP, once certified a child shall be deemed eligible for the remainder of the program year & for the following program year, as long as applicable age-eligibility requirements are met.
Regulations/Reference
EED Program Instrument: I. Family Files EED 02, 03, 04 & 05
Title 5: 17758
Monitoring Review Evidence
Application for Services & Information Verification
Records of Eligibility, Residency & Family Size
Records of Verification of Eligibility Information
Written Materials for Parents
Watch Video Lesson ❯
Sample Forms/Tools ❯
File Checklists
Parent Enrollment Checklists/Tools
Family Data File Monitoring Tool
Review Sketch Pad Notes ❯
Family Data File (CSPP Program)
Child Data File (Licensing)
The regulations require a family data file be established for each family receiving preschool services, 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 CSPP program, along with what is needed for child care licensing
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 that they reside 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
NOTE: If family’s eligibility is the CSPP Neighborhood School, additional proof of residency may be required (For more information see section “Documentation of Eligibility: CSPP Neighborhood School”)
Health & Emergency Information
The family data file must include all child health & current emergency information required by California Code of Regulations and a copy of the Immunization Records.
NOTE: For sites licensed by Community Care Licensing, 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
If a child has exceptional needs, documentation is required in order to claim the adjustment factor AND when a child’s program eligibility criteria is based on the child’s exceptional needs.
The file must contain CURRENT documentation such as:
Individual Family Service Plan (IFSP) OR
Individualized Education Program (IEP)
Court Order
If the family has a court order that impacts preschool services, this must be included in the family data file too.
Dual Language Learner Status
CSPP contractors are required to include documentation to support the dual language learner status of the child. This may include:
1) Conducting the Family Language Instrument or
2) Obtain English learner designation documentation upon enrollment
We developed the Dual Language Learner (DLL) Identification supplemental training module to support Monarch Link members in understanding DLL identification and reporting requirements.
NOTE: You will be redirected to a different page to complete the DLL Identification training
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
Complete Knowledge Check ❯
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.