IMPORTANT - New 2023-24 Family Fee Schedules

Please read through the entirety of this article for important details on the updated family fee schedules in Hubbe. 

In this article, we'll detail the changes to expect in the update, how we're assisting users with the transition to this new fee schedule, and next steps for notifying families through the NOA.

What's in the new update?

On the morning of 9/23/2023, the new 2023-24 family fee schedules will be released to your Hubbe system. When this update is released, there will be two (2) new fee schedules in your system:

1. CDE Family Fee Schedule 23-24
2. CDSS Family Fee Schedule 23-24

These new fee schedules will contain the updated rates released by CDE and CDSS on the backend of our system. For any new families enrolling in Hubbe, this fee schedule will be effective 10/1/2023, and can be selected on each student's schedule that is enrolling beginning in the month of August. Please refer the the Early Education Division's (EED) Management Bulletin 23-07 or Child Care and Development Division's (CCDD) Child Care Bulletin 23-22 for further guidance on implementation for the new fee schedules.

Additional Support for these Updates in Hubbe

To provide additional support for these changes, the Hubbe team will:

1. Assign the new CDSS Family Fee Schedule 23-24 to all agency funding contracts with the following subsidy types:
   1. CAPP: California Alternative Payment Program
   2. C2AP: CalWORKs Stage 2
   3. C3AP: CalWORKs Stage 3
   4. CCTR: General Child Care and Development Program
   5. CFCC: California Family Child Care Home Education Network
   6. CMAP: California Migrant Alternative Payment
   7. CMIG: California Migrant Child Care
   8. CHAN: California Handicapped Program
2. Assign the new CDE Family Fee Schedule 23-24 to all agency funding contracts with the following subsidy types:
   1. CSPP: California State Preschool Program
3. Remove the selection of the CDE/CDSS Family Fee Schedule 21-22 on any student schedules whose End Date is on or after 10/1/23
4. Remove the selection of the CDE/CDSS Family Fee Schedule 22-23 on any student schedules whose End Date is on or after 10/1/23
5. Select the new CDSS Family Fee Schedule 23-24 on student schedules that 1) ended on or after 10/1/2023, 2) previously had the CDE/CDSS Family Fee Schedule 21-22 or CDE/CDSS Family Fee Schedule 22-23, and 3) had a funding contract selected under one of the following subsidy types:
   1. CAPP: California Alternative Payment Program
   2. C2AP: CalWORKs Stage 2
   3. C3AP: CalWORKs Stage 3
   4. CCTR: General Child Care and Development Program
   5. CFCC: California Family Child Care Home Education Network
   6. CMAP: California Migrant Alternative Payment
   7. CMIG: California Migrant Child Care
   8. CHAN: California Handicapped Program
6. Select the new CDSS Family Fee Schedule 23-24 on student schedules that 1) ended on or after 10/1/2023, 2) previously had the CDE/CDSS Family Fee Schedule 21-22 or CDE/CDSS Family Fee Schedule 22-23, and 3) had a funding contract selected under one of the following subsidy types: 
   1. CSPP: California State Preschool Program
7. Create Notices of Action (NOA) for all families where this new fee schedule is selected to assess the new fees for families enrolled in CDE and/or CDSS programs. These NOAs will have the following information populated:
   1. Status: Draft
   2. Created On: 9/23/2023 by Hubbe
      
   3. NOA Type: Change in service
   4. Effective Date: 10/1/2023
   5. Reason for Action: Blank

Next Steps

As detailed in item 7 above, our team will be creating NOAs for all families enrolled in a CDE or CDSS program that have the new fee schedule selected on their student's schedule. When these NOAs are created, the data above will already be populated. Additionally, fees will be calculated and months will be selected based on the new fee schedule, and student schedule hours. If there are multiple students in the family, with one scheduled to a CDE program, and the other scheduled to a CDSS program, two (2) NOAs will be created on their family record. To notify your families of these changes, please complete the following steps:

1. Navigate to the Family Menu for the families you need to notify
2. On the Family Menu, click on Enrollment > Subsidized Certification
3. Click on the NOA tab
4. Click on the Change in Service Type of Notice that was created on 9/23/2023 by Hubbe for each NOA created for the family
5. Click Edit at the top-left in the actions bar
6. Complete items 2, 5, 6, 7, and 9 on the NOA
7. IMPORTANT - Check the "Family Fees" card to verify that the months selected and fees calculated look correct
8. Click Save
9. Click the Send to Parent Portal button at the top of your screen

Once you send the NOA to the parent portal, the family will be notified to review the NOA where they can mark it as reviewed, and download the document.

If the video above doesn't open full-screen, use the following link: 

Steps to Send New Family 2023-24 Fee Assessment in NOA

FAQs

• Question: What if I have a family with siblings where one child is enrolled in a CSPP program and the other child is enrolled in a CCTR program?
  
  • Answer: If a family has siblings enrolled in a CDE program (e.g., CSPP) AND a CDSS program (e.g., CCTR, CMIG, etc.), family fees should be assessed for the child with the higher number of certified hours. The system will pull from the fee schedule for the child with higher certified hours by default; however, the months where each fee is assessed will be selected on the student's schedule. When updating NOAs, carefully review family fees for families with siblings to ensure that the months selected for the Full-Time and Part-Time rates are the same on each NOA. 
    • Example: The months that are selected should represent the higher fees assessed. If child 1 has a part-time fee assessed for October, and child 2 has a full-time fee assessed for October, ensure that October is selected under full-time on both NOAs. In this scenario, you would need to override the month's selected for child 1 by removing October from the part-time column, and adding it to the full-time column.
• Question: What if I don't see a NOA with type Change of Service created on 9/23/23 for this family?
  • Answer: NOAs were only created for schedules that 1) ended on or after 10/1/2023, 2) previously had the CDE/CDSS Family Fee Schedule 21-22 or CDE/CDSS Family Fee Schedule 22-23, and 3) had a funding contract selected under one of the subsidy types listed above. If you believe this family should have a NOA, you can create it from the "NOA" tab of the family's "Subsidized Certification" record.
• Question: Where can I find historical fee rates for the family, before this new fee rate was implemented on October 1st?
  • Answer: The "Subsidized Family Fees" report found in the "Reporting" area can provide historical fee rates for the family for the months of July-September. This report will include the fee rate for each month of the selected year that the family's NOAs provide. Since the new NOAs have an effective date of October 1st, the NOAs previously made to certify the rates prior to October will provide the fee rates for those months. Additionally, the fee rates billed to the family prior to this update will not change, so you can refer to the fees charged to the family for the previous months.
• Question: Why does this family show $0 fee now?
  • The new fee rates for 23-24 provide much lower rates for families, compared to the 22-23 rates. Families will only be assessed a fee if they are at or above 75% of the State Median Income. If you think the family should have a fee assessed, please check their family size and income in the system, then create a new NOA if corrections were made. Please note that the family will be charged $0 if their income is lower than the first rate's income threshold.