california state preschool program (cspp) expansion funds ... · applicant eligibility . current...

California State Preschool Program (CSPP) Expansion Funds

Fiscal Year 2017–18

Request for ApplicationsWebinar

CALIFORNIA DEPARTMENT OF EDUCATIONTOM TORLAKSON, State Superintendent of Public Instruction

TOM TORLAKSONState Superintendent of Public Instruction

History and Definitions

• The California State Preschool Program (CSPP) wasestablished in 1965.

• Provides eligible families with children ages three and fouryears old, with CSPP services in safe, healthy,age-appropriate, and quality educational environments

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CSPP age eligible definition:

“Three-year-old children” are children who will have their third birthday on or before September 1, of the fiscal year they are being served.

“Four-year-old children” are children who will have their fourth birthday on or before September 1, of the fiscal year they are being served.

Families must meet eligibility & need criteria described in California Code of Regulations, Title 5 (5 CCR) Section 18078.

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• Local Educational Agencies (LEAs) are School Districts,County Offices of Education, Community College Districts,or Direct Funded Charter Schools.

• Non-LEAs are private non-profit agencies, recognizedtribal entities, or community based organizations.

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Overview

California State Preschool Program (CSPP) expansion funds are now available to provide subsidized early education services to age-eligible three and four year olds in eligible families.

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Overview

What Funding Is Available?

• There is $95 million for Local Education Agency (LEA)applicants, and part-day/part-year Non-LEA applicantsproviding services on or after April 1, 2018. Fundingpriorities are as follows:

• LEA applicants providing full-day/full-year services• LEA applicants providing part-day/part-year services• Non-LEA applicants providing part-day/part-year services

• An additional $8 million is available to Non-LEAs providingfull-day/full-year CSPP services on or after July 1, 2018.

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Funding Priorities

• By Local Planning Council (LPC) priorities within eachcounty

• By order of scores for eligible applications• Unused funds allocated to counties will be redistributed to

successful unfunded applicants in priority order as statedabove.

• Full-day/full-year applicants will be funded beforepart-day/part-year applicants.

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Statutory & Regulatory Information

• The California Education Code (EC)Title 1, Division 1, Part 6, Chapter 2 sections 8235–8237authorizes the Superintendent of Public Instruction toadminister CSPPs.

• California Code of Regulations, Title 5 (5 CCR), EducationChapter 19, sections 18001–18003 provide generalprovisions for awarding funding.

• If awarded, applicants must adhere to EC, and 5 CCR,which are integrated into the Funding Terms andConditions (FT&C) and the CSPP program requirements.

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Statutory & Regulatory Information• Applicable laws and regulations also include CDE Audit

Guide and The Child Care Development Fund (CCDF) at45 Code of Federal Regulations (45 CFR), Part 98(Federal Register, Vol. 72, No. 142, July 24, 1998) and allother federal regulatory requirements listed on page 4 ofthe CSPP Request for Applications (RFA) ProgramOverview.

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• 5 CCR Section 18272 requires each agency, as part ofthe Desired Results System, to maintain a developmentalprofile that identifies the emotional, social, physical,linguistic, and cognitive growth of each child served, andto use the profile to plan and conduct age anddevelopmentally appropriate activities.

http://www.cde.ca.gov/sp/cd/ci/desiredresults.aspand

http://www.cde.ca.gov/sp/cd/ci/drdpforms.asp

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http://www.cde.ca.gov/sp/cd/ci/desiredresults.asp

http://www.cde.ca.gov/sp/cd/ci/drdpforms.asp



The California Department of Education (CDE) monitors each contractor’s administrative performance in accordance with EC Section 8261 and 5 CCR Section 18279 utilizing:

• Annual Contractor Self-Reviewsa. Program Self-Evaluation

b. Federal Program Monitoring/Compliance Monitoring Review

11

http://www.cde.ca.gov/ta/cr/documents/eesol1718.pdf



External Reviews:

• Contractors must submit an annual financial and compliance audit to the CDE Audits & Investigations Division EC Section 8448(g)http://www.cde.ca.gov/fg/au/pm/

• CDE will conduct program reviews periodically using the appropriate review instruments.

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http://www.cde.ca.gov/fg/au/pm/

http://www.cde.ca.gov/ta/cr/documents/eesol1718.pdf


Application Timelines

Item Date*

Request for Applications Released November 9, 2017

Live Webinar November 16, 2017

Applications Due to the EESD December 19, 2017

Score Notification to Applicants February 2, 2018

Appeals Due to CDE February 21, 2018

Awards Announced March 8, 2018

Contracts Issued April 1, 2018July 1, 2018 (non-LEA FD/FY)

* Dates subject to change

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Applicant Eligibility

The RFA funding opportunity is available to:

• Existing CSPP contractors• Existing Early Education and Support Division (EESD)

program contractors that do not have a CSPP contract• New agencies without EESD program contracts

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Applicant EligibilityTo Be Eligible Applicants Must Be:

• Licensed or eligible for licensing through Community Care Licensing

• Applicants without a license will not be issued a contract until issued a license.

• Current licensed applicants must be in compliance with Title 22 California Code ofRegulations

• Exempt from licensing in accordance with Health and Safety Code Section1596.792

• Registered with the Secretary of State to do business in California, or

• Possess a valid California Business License

• Exception: public entities (i.e. LEAs, recognized tribal entity, local governments.,etc.)

• Applicants that have provided child care and development services in the servicedelivery area, for at least three years immediately preceding the posting date of thisRFA or applicants that have their primary administrative offices for the childdevelopment program in the service delivery area

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Current EESD contractors are eligible to apply except when one or more of the following conditions apply (5 CCR, Section 18001):

• The contractor is on conditional status.• The contractor failed to clear identified noncompliance

items within 12 months of the review.• CDE reduced the contractor’s current year maximum

reimbursement amount.• The applicant contractor has an outstanding accounts

receivable balance.

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Current EESD contractors are eligible to apply except when one or more of the following conditions apply (5 CCR, Section 18001):

• The applicant contractor has a delinquent audit with theCDE.

• Contractor employs or plans to employ a person in aposition of financial responsibility or control who has beenconvicted of a crime involving misuse or misappropriationof state or federal funds, or a state or federal crimeinvolving moral turpitude (EC Section 8406.9)

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An applicant that is not a current EESD contractor is eligible to apply for funding, except when one or more of the following conditions apply (5 CCR, Section 18001).

The applicant:• had a previous contract with the CDE that was terminated

or not continued for fiscal or programmatic noncompliancewithin three years immediately preceding the date the RFAwas posted

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An applicant that is not a current EESD contractor is eligible to apply for funding, except when one or more of the following conditions apply (5 CCR, Section 18001).

The applicant:• employs or plans to employ a person in a position of

financial responsibility or control who has been convicted ofa crime involving misuse or misappropriation of state orfederal funds, or a state or federal crime involving moralturpitude (EC Section 8406.9)

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Application Submission

Applications must be received at or before 5:00 p.m. on December 19, 2017 at the following address:

California Department of EducationEarly Education and Support Division

Attn: Funding and Agency Support Unit1430 N Street, Suite 3410

Sacramento, CA 95814-5901

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Applications for funding must be completed in accordance with the following instructions:

• The application must demonstrate the applicant’s workingknowledge of state and federal early educationrequirements.

• Applicants must submit all required information and formsrequested in the RFA.

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• Applications must conform to the format requirements(i.e. Section X of RFA instructions) paper size, margin,and font size.

• CSPP Application Cover Sheet must be included asthe first page for the entire application.

• Do not attach additional covers or place applications inbinders.

• Applications must be adequately secured with a staplein the upper left-hand corner.

• Failure to submit the application on a timely basis mayresult in the disqualification of the application.

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Cost of Preparing Application

• Applicant accepts sole responsibility for all costsincurred in the development of its application.

• These costs are not reimbursable even if the agency isawarded funds through this RFA.

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Number of Copies Required

• One (1) application with original signature in blue ink bythe agency’s authorized agent in all sections(e.g., Certification Signature, Payee Data Record Form(STD.204)

• Four (4) copies of the entire original application

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Application Due Date

• Applications must be received by: 5:00 p.m. on December19, 2017

• Postmarks will not be accepted.• Applications that do not adhere to submission requirements

will be disqualified.

Information can be found on page 11 in the RFA Program Overview

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Application Review Process

Initial Screening Criteria

Applications must be:

• Timely, must be received by due date• Include all required signatures• Include appropriate number of copies• Eligible for funding pursuant to 5 CCR Section 18001

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Preliminary Screening

• The applicant’s eligibility for funding and adherence tosubmission requirements will be verified.

• Disqualified applicants will be notified in writing.• Eligible applications will move forward for evaluation and

scoring.


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Evaluation and Scoring

• Eligible applicants will be evaluated and scored.• Scores are based solely on the Program Narrative (Section

XIII of application).• Applicants must obtain a minimum score of 80 points (70

percent of 114 maximum points).• The CDE will notify all applicants in writing of their score.


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Appeal Process

After receiving the written notification, the applicant: • Should review their application• May request a copy of the criteria used to score and any

readers comments

An applicant wishing to appeal their score:• Must submit a notice of appeal to the CDE within ten (10)

business days of receiving results notification


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Results

Final awards will be announced as follows:• Successful applicants will receive a proposed award letter.• Final awards will be posted on CDE’s web site:

http://www.cde.ca.gov/fg/fo/fr

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http://www.cde.ca.gov/fg/fo/fr


Early Education and Support Division

Section X: Program Attachments

Program Narrative Information


Program Narrative Characteristics of High-Quality Early Education Environments (EC, Section 8203)

• Age-appropriate physical environments that meet applicablelicensing standards and DRDP system requirements.

• Age appropriate program activities and services that meetthe developmental needs of each child

• Program activities, learning materials, teaching methods,meet the cultural and linguistic needs of children

• Learning opportunities promoting children’s success inschool

• Parent education• Family and community and involvement• Efficient and effective program administration• Provision for the nutritional needs of children• Social & health services

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Program Narrative

Staffing Requirements

• Teachers must have a valid Associate Teacher permit, orhigher, issued by the Commission on TeacherCredentialing (CTC).

• Site Supervisors (may only supervise one site) must havea valid Site Supervisor permit issued by CTC .

• Program Director (required if operating multiple sites) musthave valid Program Director permit or the equivalent

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Program Narrative Staffing 5CCR Staffing Requirement

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Title 5Ages Ratios

Infant 0 – 18 months (CCTR) Adult/Child 1:3Teacher/Child 1:16

Toddler 18 – 36 months (CCTR) Adult/Child 1:4Teacher/Child 1:16

Preschool 36 months to enrollment in kindergarten (CCTR or CSPP)

Adult/Child 1:8Teacher/Child 1:24

Three and four year olds as defined in statute (CSPP) Adult/Child 1:8Teacher/Child 1:24

School – Age enrolled in kindergarten through 14 years old (CCTR)


Program Narrative

What is the Desired Results System (DR)?

• California designed the Desired Results System tomeasure child progress toward six desireddevelopmental outcomes

• Desired Results (DR) defines an overall outcome in adevelopmental area or “Domain”

• Desired Results for Children and Families is a systemdesigned to improve the quality of programs andservices

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Program Narrative

The Six Desired Outcomes

• Children are personally and socially competent

• Children are effective learners

• Children show physical and motor competence

• Children are safe and healthy

• Families achieve their goals

• Families support children’s learning and development

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Program NarrativeDRDP Domains

• Approaches to Learning—Self-Regulation

• Social and Emotional Development

• Language and Literacy Development

• English Language Development

• Cognition, Including Math and Science

• Physical Development—Health

• History—Social Science

• Visual and Performing Arts37


Desired Results System

38https://desiredresults.us/content/about-desired-results

https://desiredresults.us/content/about-desired-results


Program NarrativeComponents of the Desired Results System

The DR system consists of the following components:

1. Desired Results Developmental Profile© (DRDP©)assessment instruments

2. Desired Results Parent Survey

3. Environment Rating Scales (ERS)

4. Program Self Evaluation

More information and training regarding the DR System can be found at: https://desiredresults.us/content/about-desired-results

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https://desiredresults.us/content/about-desired-results


Program NarrativeCompleting Section X

• Follow preparation instructions carefully for Section XProgram Narrative of the RFA.

• Applicants must complete a written narrative for programcomponents 1 through 5.

• Must adhere to the page limitations, paper size, fonttype and size, and line per inch limits described onpages 13-18 of the RFA Instructions.

• This is the only section of RFA that is scored• Demonstrate how your program will meet the

educational needs of children and families

• Must align with the scoring rubric

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Program NarrativeCompleting Section X

There are five components to the Program Narrative• The following components are not Scored:

1. Agency Philosophy and Introduction

2. Children and Families

• The following components are scored:

3. Program Administration

4. Meeting the Development Needs of Children

5. Parent and Community Partnerships

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Component #1 Agency Philosophy and Introduction

Explain services provided

• How are services delivered?• When are services delivered?• What services are provided?• Are special programs utilized?• What is the program’s philosophy?• Any unique features used?

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Example

The Perfect Preschool Program is located in Vibrant Valley, CA., is a primarily Hispanic and Asian community. Vibrant Valley is a primarily agriculture and service industry economy with an unemployment rate of 20%. In Vibrant Valley, CA, 20% of the population with children under the age of five falls at or below the 70th. percentile on the SMI. We offer CSPP services for eligible three and four year old children from 6:00 a.m. to 6:00 p.m. Monday through Friday. We provide children with nutritious meals and snacks.

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Example (continued)

The Perfect Preschool Program offers a developmentally

appropriate early childhood education program that meets

the needs of the "whole child" and encourages the power of

play. We use XYZ curriculum which respects both the age

and the individual needs of each child, in addition the XYZ

curriculum aligns with the California Preschool Curriculum

Frameworks.

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Example (continued)

We believe in community collaboration and invite

community members into the classroom to enhance our

educational curriculum (parents, farmers, business

owners, city officials, school district staff, etc.) and to

create important partnerships to further our hands-on

education for children and parents.

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Component #2 Children and Families

Describe who will be served

• Demographics (ethnicity, economic levels, languagesspoken, types of work in the service area, and anyspecial needs of families served)

• How will hours and days of operation meet children andfamily needs in the service area?

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Component #2Children and Families

Example

According to the latest census data from 2010, the Vibrant

Valley population of 37,000 people is comprised of 60%

Hispanic, 30% Asian, and the remaining 10% are of various

ethnicities. The primary languages are English, Spanish,

Mandarin, and Cantonese.

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Component #2 Children and Families

Example (continued)

Many of our families work as farm laborers. Vibrant Valley’s top industry is agriculture (grapes and alfalfa). Parents also work in the service industry, and often work multiple jobs. Our CSPP service delivery hours of 6:00 a.m. to 6:00 p.m. assist those parents working extended hours and multiple jobs especially during harvesting season.

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Component #3 Program Description

Component #3 is your strategic plan, it is used to communicate the organization’s goals, the actions needed to achieve those.The four areas to be included in your strategic plan are:

1. Learning activities and program design

2. Recruitment and retention of qualified staff

3. Staff development

4. Facilities management

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Component #3 Program Administration

Your strategic plan must include:

1. One Goal

2. Objectives (three action steps)

3. Method for assessing progress and success.

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Goals (What?): are broad and comprehensive statements thdescribes what the agency is going to accomplish. Written goals provide a picture of the agency’s plan to build and sustain a high quality developmental program for children andsupport for their families.

at

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Component #3

Program Administration

Objectives/Action Steps(How, Who, When?): are

comprehensive description of each step that is planned to reach

the goal. Action steps include how the action steps will be

taken, who will be responsible for completing the actions steps,

timelines, and due dates for the action steps.

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Component #3

Program Administration

Assessment (Outcomes), is used to determine that the

goal/action steps have been met. The assessment process

should include how will success be determined or measured,

who will be involved in the assessment process, when will the

assessment be completed, and how will the agency use the

results of the assessment for future growth and development.

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Component #3 Program Description

Include one goal for each of the following:

• Learning activity and program design

• Recruitment and retention of qualified staff

• Staff development/professional learning

• Facilities management

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ExampleArea Three – Staff Development/Professional Learning

Goal:

Reflecting on current trends, research and best practice; staff

are provided with comprehensive, relevant, and ongoing

professional learning opportunities to enhance the quality of

services for children and families.

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ExampleArea Three – Staff Development/Professional Learning

Objectives/Action Steps1. By August 30, 2017, the Program Director will develop and

distribute staff survey on professional learning needs.Based on the results of the survey, an annual trainingcalendar will be created.

2. Two mandatory in-service training days will be planned by t heProgram Director, one in the fall as a pre-service, and one in t hespring. Training will include; overview of DRDP and ECERS tools, curriculum development, and other relevant topics that were highlighted in the staff survey.

3. The HR department will facilitate new employee orientation with al lstaff within 30 days of employment. New employee orientation will include agency’s mission, goals, and agency systems.

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ExampleArea Three– Staff Development/ Professional Learning

Assessment/ Outcomes1. Training evaluations will be utilized to determine training

effectiveness and future training needs.

2. Professional learning calendar developed, distributed tostaff, and implemented.

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Component #4 Meeting the Developmental Needs of

Children• This component includes three parts:

• Written Narrative

• Weekly Activity Plan

• Weekly Menu Plan

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ChildrenWritten Narrative (4a)Provide a written narrative for services that will be provided by the contract. Applicant must demonstrate a comprehensive and clearlydefined rationale (aligned to the scoring rubric), for the selection of curricular activities to support children’s developmental growth in each of the eight DRDP-2015 Domains listed below:

1. Approaches to Learning-Self Regulation2. Social and Emotional Development3. Language and Literacy Development4. English Language Development5. Cognition, including Math and Science6. Physical Development –Health7. History-Social Science8. Visual and Performing Arts

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ChildrenWeekly Activity Plan 4(b)• Complete Form G

http://www.cde.ca.gov/fg/fo/r2/documents/cspprfa17frmg.pdf• Create a Weekly Activity plan for one class

of children, for the last week of September.• Establish learning objectives and create and

incorporate experience based learningactivities

• Demonstrate how the identified strategiesand curriculum are delivered to children andfamilies to achieve the desired result

• Provide activities that are age andlinguistically appropriate

• Be culturally supportive60

http://www.cde.ca.gov/fg/fo/r2/documents/cspprfa17frmg.pdf



Children Weekly Activity Plan (continued)

• Accommodate variations in rates of development ofchildren

• Demonstrate individualization and diverse learning stylesand abilities of each child

• Be comprehensive, integrated, and experience based

• Include nutrition education activities

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Children

Weekly Menu Plan (4c)• Complete Form H

http://www.cde.ca.gov/fg/fo/r2/documents/cspprfa17frmh.pdf• Provide a description of the meal service method, setting, and

interactions• Indicate food items and portions of each snack/meal• Meals/snacks should be culturally and developmentally

appropriate• Meet the federal Child and Adult Care Food or the National

School Nutrition Program standards

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http://www.cde.ca.gov/fg/fo/r2/documents/cspprfa17frmh.pdf


Component #5 Parent and Community Partnerships

Describe how the agency plans to:

1. Assess parent interests, needs, and available communityresources.

2. Develop and maintain strategic partnerships betweencommunity resource providers, parents, and the LEA toprovide critical ongoing communication, educationalactivities, and referrals for services for parents and children.

3. Establish ongoing partnerships between preschool andKindergarten staff to ensure information on Kindergartenreadiness is provided to children and parents, including jointeducational opportunities, visits, and Kindergartenorientation activities.

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Scoring Rubric

64http://www.cde.ca.gov/fg/fo/r2/documents/cspprubric201718.pdf

http://www.cde.ca.gov/fg/fo/r2/documents/cspprubric201718.pdf


Applicant Resources

• Desired Results Overview http://www.cde.ca.gov/sp/cd/ci/desiredresults.asp

• Desired Results Website https://desiredresults.us

• California Early Education Online http://www.caearlychildhoodonline.org/

• CDE Resource Webpage http://www.cde.ca.gov/sp/cd/re/

• CDE Laws & Regulations http://www.cde.ca.gov/sp/cd/lr/

• Funding Terms & Conditions http://www.cde.ca.gov/fg/aa/cd/ftc2017.asp

• Nutritional Requirements http://www.cde.ca.gov/ls/nu/he/mealmenu.asp

• California Preschool Learning Foundations http://www.cde.ca.gov/sp/cd/re/psfoundations.asp

• California Preschool Curriculum Framework http://www.cde.ca.gov/sp/cd/re/psframework.asp

• California Preschool Program Guidelineshttp://www.cde.ca.gov/sp/cd/re/documents/preschoolproggdlns 2015.pdf

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http://www.cde.ca.gov/sp/cd/ci/desiredresults.asp

https://desiredresults.us/

http://www.caearlychildhoodonline.org/

http://www.cde.ca.gov/sp/cd/re/

http://www.cde.ca.gov/sp/cd/lr/

http://www.cde.ca.gov/fg/aa/cd/ftc2017.asp

http://www.cde.ca.gov/ls/nu/he/mealmenu.asp

http://www.cde.ca.gov/sp/cd/re/psfoundations.asp

http://www.cde.ca.gov/sp/cd/re/psframework.asp

http://www.cde.ca.gov/sp/cd/re/documents/preschoolproggdlns2015.pdf


Early Education and Support Contracts

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Contract Information

• Contracts are legally binding between the CDE and thepublic or private agency.

• Contracts are generally effective for a fiscal year.• Contractors have no vested right to a subsequent

contract.

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Contract Terms

Referring to the FT&C and/or Program Requirements will be the best resource for questions regarding the operation of your program.

• The FY 2017-18 FT&C and Program Requirements canbe found on CDE’s Web site at:




Contract Package

The Contract package will be e-mailed to the Executive Director or Program Director identified in the application cover-sheet. The package includes:• Contract Face Sheet• Directions for Childcare and Development Contracts• Supporting Documentation for child care and development

contracts

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Contract Package (Continued)

• Contract Documentation Checklist• Contractor Certification Clauses (CCC-04/2017)• Federal Certifications (CO.8) (if there is federal funding)• C0-005 California Civil Rights Laws Certification• Sample resolution

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Contract Award Process

• Applicants who receive a proposed award letter will:• Be contacted by CDFS for contract negotiation• Receive a CSPP contract or amendment• Complete the requirements for contract execution

Note: No apportionments can be made until a contract is deemed executed by the Contracts Office.

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Requirements for Contract Execution

• Signatures by authorized designee.• Original signatures in blue ink; no stamps.• All forms completed.• Public agencies are required to provide a board

resolution authorizing the contract.• Mail two copies of completed package to CDE.

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Subcontract Information

• Applicants are permitted to subcontract portions of theircontracts to another agency only as permitted by theEC, 5CCR and FT&C and with prior approval of theCDE

• Once approved to subcontract the applicant agencyremains responsible for ensuring compliance with alladministrative, programmatic, and fiscal requirements

Information & requirements on subcontracting can be found on page 5 of the RFA Program Overview

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Family Child Care Home Education Network (FCCHEN)

• Applicants may apply for CSPP funding to operate via aFCCHEN

• EC defines FCCHENs as entities organized under law tooperate FCCHEN that support educational objectives forchildren in licensed family child care homes.

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• Applicants proposing to provide CSPP services via aFCCHEN are responsible for administrative,programmatic, contract, and fiscal compliance pursuant toEC Section 8246 requiring but not limited to:

• Staffing qualifications

• Staffing ratios

• Maintaining programmatic and fiscal compliance withCSPP program requirements

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• Recruiting, training, supporting and reimbursinglicensed family home providers

• Collecting family fees

• Assuring a developmental profile is completed foreach child

• Ensuring basic health & nutrition requirements are met

• Providing data and report according to contractrequirements

• Recruiting, enrolling, and certifying eligible families

Information & requirements on operating a FCCHEN can be found on page 5 of the RFA Program Overview

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Contact Information

After the award, questions regarding contracts, required forms, etc. can be directed to: [email protected]

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mailto:[email protected]


Introduction to Child Development and Nutrition Fiscal

Services

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Days of Enrollment

"Days of Enrollment” is the total of every child’s enrollment for the days the contractor is open to provide services.

Enrollment for each child depends on need and is reflectedon the Notice of Action.

NOTE: A child can be enrolled full-time on one day andpart-time on another, based upon eligibility.


Days of Operation

A “Day of Operation” is a day the contractor provides servicesfor one or more enrolled certified child. A certified child is onewho is funded through the CSPP program.

Minimum Days of Operation (MDO)• Number of days the contractor is obligated to serve

certified children.

• Based on the service calendar that is submitted by thecontractor.

• Staff training days, when no certified children areserved, do not count as days of operation.

• For multi-site contractors, service at any one site isreported as a day of operation. 80


81

n

Adjustment FactorsCalifornia Education Code, sections 8265.5 and 8266.1 provides for adjustment factors to reflect the additional expense of serving childrewho meet specified criteria.

Adjustment factors change, or convert actual enrollment to Adjusted Days of Enrollment.Two reasons for Adjustment Factors

1) Time base of child i.e.: Full-Day/Part-Day2) Special Criteria

Adjustment Factors – Time Base (EC 8266.1):• Full-time-plus: This is for services provided for 10.5 hours or more.

The adjustment factor is 1.18.• Full-time: This is for services provided for 6.5 hours to under

10.5 hours. The adjustment factor is 1.00.• Three-quarters-time: This is for services provided for 4 hours to

under 6.5 hours. The adjustment factor is 0.75.• One-half-time: This is for services provided for under 4 hours. The

adjustment factor is 0.6193.


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Adjustment Factors

Adjustment Factors – Special Criteria (EC 8265.5) :Allow for enrollment to be adjusted by Special Criteria. Special Criteria factors recognize that children (infants, severely disabled, etc.) have different needs and the costs associated with providing services may vary.

Notes Regarding Adjustment Factors:• A child’s enrollment SHALL NOT be reported in more than

one category. (i.e.: a child cannot be reported in both theThree and Four Year Olds category and as ExceptionalNeeds. This would be double reporting.)

• Adjustment factors do NOT increase a contractor’sMaximum Reimbursable Amount (MRA).


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Worksheet A-1

http://www.cde.ca.gov/fg/fo/r2/documents/cspp17rfafulldayworksheets.xls



84

Worksheet A-1 (Continued)


85

Worksheet A-1




86

Worksheet A-2




87

Worksheet A-3




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Expenses• Child Development expenditures are reported in

accordance with the California School AccountingManual, which classifies expenditures according to thetypes of items purchased or services obtained.

• Expenditures are categorized into the following objectcodes:

1000 Certificated salaries2000 Classified salaries3000 Employee benefits 4000 Books and supplies5000 Services and other operatingexpenses 6400 New equipment6500 Equipment replacement


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Expenses (Continued) • Certificated salaries (1000): Salaries paid to employees

with a child development permit, teaching credential, orother appropriate certificate.

• Classified salaries (2000): All other salaries that arenot certificated.

• (2100) Salaries paid to instructional aides who arerequired to perform any portion of their duty under thesupervision of a classroom teacher or that of a specialeducation resource specialist teacher.(California Education Code, Section 41011)

• (2200) Salaries paid to instructional media and library,student support, pupil transportation, food servicesand maintenance and operations functions


Expenses (Continued) • (2300) Salaries paid to supervisory personnel who are

business managers, controllers, directors, chiefaccountants, accounting supervisors, purchasing agents,site administrators, superintendents and assistantsuperintendents.

• (2400) Salaries paid to clerks, secretaries, accountants,bookkeepers, programmers and computer technicalsupport, machine and computer operators and others insimilar positions.

• Employee Benefits (3000): Employers' contributions toretirement plans and health and welfare benefits.

• Books and Supplies (4000): Expenditures for books andsupplies including costs of sales/use tax, freight, andhandling charges. The cost of food for meals and snackswould also be considered a supply. 90


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Expenses (Continued) • Services and Other Operating Expenses (5000):

A total of 5a, b, c, d, e, f.

Itemize as follows:• 5a) Expenditures for rentals, leases• 5b) Service contracts: includes janitorial, consultant,

auditor, maintenance contracts, etc.• 5c) Nutrition: expenses related to meals/snacks served

to children in the program. An example would be anyservice agreement with a vendor that you have toprovide meals.

• 5d, 5e, 5f) travel, insurance, utilities, legal, and otheroperating expenditures.


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Expenses (Continued)

• New Equipment (6400): Expenditures for movablepersonal property, including equipment such asvehicles, machinery, computer systems, and playgroundequipment.

• Equipment Replacement (6500): Expenditures forequipment replaced on a piece-for-piece basis. Theseexpendituresmust be identified for purposes of thecalculation of the current expense of education(California Education Code Section 41372).


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• Depreciation or Use Allowance: Taxes, insurance andmaintenance may be claimed as part of actual andallowable costs for buildings or building improvementsrelated to the child development program and equipmentnecessary for the operation of the program. See theFunding Terms & Conditions for more information onCertificated salaries.

• Indirect Cost: Can only be charged for an item that wouldnormally fall under categories 1000-5000 but is not listed inthese line items because it cannot be separately identified.Indirect costs may not exceed 10 percent of the total of thefirst five categories (LEAs shall use the CDE approved rateif it is less than ten percent).


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• Administrative Costs: Costs incurred for administrativeactivities where neither the family nor the child directlybenefits from the activity. This includes Indirect Cost, and islimited to 15 percent of the total contract.


Revenue Overview Restricted and Unrestricted Income

• Revenue received to support the Child DevelopmentProgram can come from multiple sources. Revenue iscategorized as either Restricted or Unrestricted Incomedepending on the source and how it is expended. Allincome for both certified and non-certified children must bereported.

• Restricted Income: Income that may only be expended forspecific limited purposes.

• Child Nutrition Programs: Revenue received from theCDE Nutrition Services Division

• Child and Adult Care Food Program(CACFP)• National School Lunch Program (NSLP)• School Breakfast Program (SBP)• Family Fees for Certified Children• Interest earned on apportionments 95


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Revenue Overview Restricted and Unrestricted Income

(Continued) • Unrestricted Income: Income that the donor has not

restricted for use for certified children or income the donorhas restricted for purposes that are not reimbursable to thecontract, including income for services to children notsubsidized by the contract.

• Parent fees for non-certified children• Donations and Grants• Fund-raising


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Other Income

Other income is funds needed to run your program in addition to the amount requested. May be a combination of both restricted and unrestricted income.

Revenue sources for Other Income includes:• General Funds• Donations and Grants• Fund-raising• Parent fees for non-certified children


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Column A – Proposed Budget Plan




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Column B – Percent of Certified Enrollment




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Column C – State Contract Income Needed




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Column D – Other Income Needed




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Form Reminders• The following forms are site specific and must be duplicated

for each site (right-click the tab, select “Move or Copy”, andclick “OK”):• Worksheet A-1: Full-Day/Full-Year form:

• Certified Enrollment Information and Funds Requested• Worksheet B-1: Part-Day/Part-Year form:

• Certified Enrollment Information and Funds Requested

• The following forms are summary pages. Only one copy of thespecific Worksheet is needed for all sites.

• Worksheet A-2: Full-Day form: Non-certified Children• Worksheet B-2: Part-Day form: Non-certified Children• Worksheet A-3: Full-Day form: Site Summary Information• Worksheet B-3: Part-Day form: Site Summary Information• Worksheet A-4: Full-Day form: Projected Annual Program

Budget• Worksheet B-4: Part-Day form: Projected Annual Program

Budget


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Part-Day/Part-Year Forms

• Complete Part-Day/Part-Year forms in the same manner asFull-Day/Full-Year forms.

• Differences in Part-Year/Part-Day forms:• MDO is 175-180 days.• Part-Day adjustment factor of 0.6193 is used to convert

the contracted Full-Day rate to the Part-Day rate(see Worksheet B-1, Worksheet B-2).


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Service Level Exemption (Start-Up Allowance – If Applicable)

• A new or expanding program may not have sufficientenrollment during the first contract period while theprogram is starting up, but will incur costs that arereimbursable expenses.

• EC, Section 8275 and 5 CCR, Section 18034 allows up to15 percent of the annualized award amount to be paid for“Start-Up” costs without providing services.

• It is not additional funding, but is part of the total contractaward. The amount may include, but not be limited to, thefollowing costs:

• The employment and orientation of necessary staff• The setting up of the program and facility• The finalization of rental agreements and the

making of necessary deposits• The purchase of a reasonable inventory of

materials and supplies• The purchase of an initial premium for insurance


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• The total Start-Up Allowance cannot exceed 15percent of the annualized award amount.

• Approved Start-Up costs can only be expended inthe fiscal year they are approved.

• Unexpended funds cannot be transferred to asubsequent fiscal year.

• Start-Up costs awarded require fiscal and auditreporting as specified in the FT&C.


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• For LEAs and Non-LEAs: Equipment purchasesand renovation costs in excess of $7,500 must beapproved in writing in advance by the CDE.

• For Non-LEAs: Equipment purchases andrenovation costs exceeding $5,000 must have atleast 3 bids or estimates submitted to EESD forapproval.

• When possible, procurements should beconsolidated. Subdividing equipment purchasesinto separate items to avoid the bidding orapproval requirements is prohibited.


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Request for Service Level Exemption (Start-Up Allowance)

http://www.cde.ca.gov/fg/fo/r2/documents/cspprfa17startup.doc



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Budget Narrative Justification

• All line items will be reviewed to ensure the requestis reasonable and necessary.

• Per FT&C, Section III:

• For LEAs and Non-LEAs: Equipmentpurchases and renovation costs in excess of$7,500 must be approved in writing in advanceby the CDE.

• For Non-LEAs: Equipment purchases andrenovation costs exceeding $5,000 must haveat least 3 bids or estimates submitted to EESDfor approval.




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How Contract Payments Will Be Made

• Contract apportionments will only be disbursed when aformal contract between the CDE and the agency has beenfully executed.

• A contract is executed only after BOTH parties havesignedthe contract.

• Contractors are required to sign and mail two copies ofthe contract to the CDE’s Contracts Office.

• Contracts Office then signs and executes the contract.• Contractors will receive a copy of the executed

contract.

• Applicants are advised that reimbursement will not beprovided for any costs incurred outside the specifiedcontract period.


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How Contract Payments Will Be Made• The CDE recommends that agencies have three months of operating

capital available to administer all contracted programs for the periodprior to receiving state contract payments from Child Developmentand Nutrition Fiscal Services (CDNFS).

• Operating capital may be necessary because of:1) A late budget approved by the Legislature and signed by the

Governor’s Office, or2) Delays in the execution of the contract.

• Three months of operating capital is approximately one-fourth of theagency’s total annual MRA. Examples of acceptable operatingcapital would include, but are not limited to: cash or a line of credit.

• CDNFS is responsible for generating contract payments. Thesepayments are adjusted to correspond to the projected amountearned or expended by the contractor through the end of thecontract period.


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Apportionment Process

• CDNFS approves an apportionment if contractor has metall terms.

• Service Contracts:• Initial apportionment is usually 25 percent of the MRA.• Maximum monthly apportionments are based upon

apportionment schedule.

• The CDE’s Accounting Office schedules paymentwith the State Controller’s Office.

• State Controller’s Office produces and mails the warrant tothe contractor.

• The apportionment process can take between 4-6 weeksbefore a warrant is received by the contractor in the mail.


How Contract Payments Will Be Made

• Limits of Reimbursement (5 CCR, Section 18054(a)):• Lesser of: MRA, reimbursable costs, or service

earnings.• Family fees for certified children and earned interest

are subtracted in calculating the contractor’s paymentamount.

• Costs incurred before the stated effective date in a fullyexecuted contract are not reimbursable expenditures.State contract funds must be spent on reimbursableStart-Up costs and/or reimbursable costs for eligiblechildren served during the contract period.

• The CDE may recoup any payments made for costs whichare not reasonable and necessary and is entitled to recoverany costs of recoupment. Claims for reimbursement shallnot be paid unless there are adequate documents tosupport the claims. The contractor has the burden of

112supporting claims for reimbursement.


Whom To Contact For What?EARLY EDUCATION AND CONTRACTS OFFICESUPPORT DIVISION (EESD) 916-322-3050

Joycelyn Ward-Richardson: 916-319-0278Deborah Rawson: 916-319-0625 CONTRACT CONTENTCrystal Devlin: 916-323-0216 CONTRACT STATUSJonathen Yang: 916-445-7374 SIGNED CONTRACTS

MISSING CONTRACTSCONTRACT APPLICATIONS PROGRAM ASSISTANCE COMPLIANCE REVIEWS STATISTICAL REPORTS APPEALS

AUDITS AND CHILD DEVELOPMENT AND NUTRITION INVESTIGATIONS FISCAL SERVICES (CDNFS)DIVISION (A&I) Contact Fiscal Analyst916-322-2288

CONTRACT TERMS: MRA, MDO, CDE, RATEAUDIT REQUIREMENTS ATTENDANCE AND FISCAL REPORTSAUDIT REVIEWS REIMBURSEMENT CALCULATIONSDELINQUENT AUDITS RESERVE ACCOUNT STATUS

PAYMENT AUTHORIZATIONCONTRACT BILLINGSMISSING CHECKSDELINQUENT ACCOUNTS RECEIVABLETECHNICAL ASSISTANCE

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Helpful Hints

• Consistency with legal name:• STD. 204• Secretary of State• Business license

• The application due date is firm:• Tuesday, December 19, 2017 by 5:00 p.m.

• Completion of all information on applications correctly:• Signatures• Narrative Section• Formatting

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Questions?

If you have any questions regarding the RFA, please submit your questions by e-mail to [email protected].

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