TABLE OF CONTENTS

• NEW State Reports Menu Item & Split CDSS/CDE 801A Reports
• CDSS CDMIS 801A Changes, Effective July 2025
• NEW Meal Benefit Form Workflow for Parents
• Additional Meal Benefit Form Enhancements
• Head Start Updates
• Fixes & Adjustments

NEW State Reports Menu Item & Split CDSS/CDE 801A Reports

• There is an important change to the Agency Menu items within the "Families and Parents" sub-menu. This menu change resulted from our update to separate the CDSS and CDE 801A/B Reports, following the reports' recent changes released by the respective departments that make the reports largely different from each other. There will now be a "State Reports" menu item that will house the following reports:
  • CDE CDMIS - CDD-801A/B Report
  • CDSS CDMIS - CDD-801A/B Report
  • Preschool Language Information System (PLIS) Report
  • California Preschool Data Collection (CAPSDAC) Report.
• Users will be able to find this new menu item following the thread: Agency Menu > Families and Parents > State Reports. Please note that the 801A/B Reports will be split into their own CDSS and CDE tile options.

CDSS CDMIS 801A Changes, Effective July 2025

• Hubbe has implemented all changes for the CDSS 801A/B Report, including those that are effective immediately and those that will take effect in July 2025. The updates that are effective immediately will be as follows:
  • Updated the column named Date to now be "Report month and year"
  • Updated the column named Agency to now be "Vendornumber/submission code"
  • Updated the column named TANF Recipient to now be "TANF/CalWORKs Cash Aid Recipient?"
  • Updated the column named Family Monthly Income to now be "Family Income"
  • Updated the column named Receiving Services to now be "Reason for Needing Services"
• In addition, there will be new columns/fields that are effective for the July 2025 reporting period. The following new columns will be viewable for the July 2025 report and on. Please note that the CDSS 801A/B Report generated for June 2025 will notinclude the following additions:
  • Eligibility Reason -This column will be placed between "Family Income" and "Reason for Needing Service." The household's "Eligibility" field will feed this column, which can be edited directly from the grid. This field will be required and must contain one value. The possible values are as follows:
    • A- Child Protective Services or At-Risk

      B- Current aid recipient

      C- Income eligible

      D- Experiencing homelessness

      E- Means-Tested Government Programs

      F- Programs for Severely Handicapped

  • License Number - This column will be placed between "Provider FEIN/SSN" and "Provider FIPS Code." The scheduled site's license number will populate this grid, unless the exemption criteria is met (the site is exempt and the child's Type of Care Code is 5, 6, 7, 8, or 11). This field will be required (unless exempt), and can only have one license number. Users can edit this field directly from the grid.
  • Child is a CSPP Recipient - This column will be placed between "Child is English Learner" and "Child Start Date." This field's accepted values include: Y, N, or blank. "Y" will be reported if the child has any CSPP schedules during the report month that overlap with their schedule under the CDSS program - otherwise, the field will be reported as "N." Users can click into this cell to view a list of the child's schedules and edit them directly from the grid.

NEW Meal Benefit Form Workflow for Parents

• We are excited to announce an update to the Meal Benefit Form (MBF) workflow that parents will "walk-through" to complete their MBFs from within their parent portal accounts. In an effort to simplify and streamline the process for parents, we have created a 4-step process to completing the MBF, described below:
  • Step 1: Children enrolled in care - The first step will be automatically completed by the Hubbe system, which is entering the names of the children in the family and their "Foster Child" status. After reviewing this information, parents can click "Next" to go to the next step.
  • Step 2: Benefits Information - The second step will provide parents with the opportunity to enter any benefits received by entering a number for any of the following fields: CalFresh Case Number, Cal WORKS Case Number, FDPIR Case Number. If the parent does not receive these benefits, then they will click the option that reads "I don't receive CalFresh, CalWORKS, or FDPIR benefits" and click "Next." Please note that this step will allow parents to "skip" it if the all children in the family are marked as "Foster Child" since the family already qualifies for Free Meal Benefits.
  • Step 3: Household Members and Income Information - The third step will allow parents to enter any income for the members in the family (the family members will be pre-populated from the household record). If there is no income, then parents can alternatively select the option that reads "Check here if this household receives no income. Skip to Section 4" and then click "Next" to go to the next step. Please note that this step will allow parents to "skip" it if the all children in the family are marked as "Foster Child" or if the family entered CalFresh, CalWORKS, or FDPIR benefits since the family already qualifies for Free Meal Benefits with those categorical eligibilities.
  • Step 4: Review and Sign - The fourth and final step in the process will allow the parents to review all of the information entered in the previous three steps in the full form view and "Sign" electronically. At this point, the MBF is "passed back" to staff to sign and certify.
• IMPORTANT - Please note that the CalFresh Case Number, Cal WORKS Case Number, and FDPIR Case Number fields that were previously in the "Create Meal Benefit Form" modal for staff have been removed. The parent will be able to enter/edit this information in Step 2 of their workflow in their parent portal account when completing the MBF.

Additional Meal Benefit Form Enhancements

• On the Meal Benefit Forms grid at the agency level, users can batch create Meal Benefit Forms (MBF) for more than one family at once by first selecting the families in the grid and then clicking the "Create Meal Benefit Forms" button above the grid. In the modal that opens, we have added two new fields as requested by users: Name of Child Care Center, and Phone Number. Please ensure that the families being selected in the grid are from the same center if these fields are completed in this modal to ensure the correct name and phone number are listed for the family in their MBFs.
• Updated the Meal Benefit Forms grid at the agency level to implement the 2025-2026 Meal Benefit Form option in the batch "Create Meal Benefit Forms" modal. The 25-26 MBF option was already available at the individual family level, but this update brings the new year option to the batch create modal, as well.

• Added a new filter to the Meal Benefit Forms grid at the agency level titled "Currently Active at Site." This will allow staff to filter for families who currently have an active student schedule at the selected site(s). For example, if a user selects a site named "Allen State Elementary" in this new filter, then they will only see the families that are currently being served at Allen State Elementary - not families that used to be served or will be served in the future at this site.

• Added a new column to the Meal Benefit Forms grid at the agency level titled "Site", located to the right of the "Enrollment Date" column. The "Site" column will display the sites that the family is scheduled to.
• Updated the Meal Benefit Form (MBF) logic to ensure that households only receive the "Foster Child" categorical eligibility if all students in the household are marked as a "Foster Child." If there are any children in the house who are not marked as "Foster Child" then the MBF will not automatically qualify the family for Free Meal Benefits with the "Foster" Categorical Eligibility.

Head Start Updates

• Updated Head Start PIR Section C28 to ensure that only children with both an ASQ-3 and ASQ:SE-2, and both a Vision Screening and Hearing Screening are completed within 45 days of the child's Head Start Program assignment "Enrollment Date" (found in the family's Head Start Enrollment record). If this child meets each one of the four (4) criteria, then they will be included in Section C28's counts.
• Updated label formatting within Section C.18 and C19 to ensure it matches the formatting elsewhere in the PIR Report.
• Added Head Start PIR Section C20 to count all children who have completed a professional oral examination during the program year as long as all of the following criteria are met:
  • The child is selected as participating under a Head Start or Early Head Start program during the reporting period, and
  • The child has a Dental Services History record with the "Dental Exam Only" or "Dental Exam and Treatment" type selected, and
  • The child has a "Date of Dental Exam" during the reporting period.
• Added Head Start PIR Section C20.a to count the number of children diagnosed as needing oral treatment during the program year as long as all of the following criteria are met:
  • The child is selected as participating under a Head Start or Early Head Start program during the reporting period, and
  • The child has a Dental Services History record with the "Dental Exam Only" or "Dental Exam and Treatment" type selected, and
  • The child has a "Date of Dental Exam" during the reporting period, and
  • The child has "Yes" selected for "Treatment Needed Based Upon Results of Dental Exam?" within their Dental Services History record.
• Added Head Start PIR Section C20.a.1 to count the number of children who received oral treatment during the program year as long as all of the following criteria are met:
  • The child is selected as participating under a Head Start or Early Head Start program during the reporting period, and
  • The child has a Dental Services History record with the "Dental Exam Only" or "Dental Exam and Treatment" type selected, and
  • The child has a "Date of Dental Exam" during the reporting period, and
  • The child has "Yes" selected for "Treatment Needed Based Upon Results of Dental Exam?" within their Dental Services History record, and
  • The child has a Dental Services History record with the "Dental Treatment Only" or "Dental Exam and Treatment" type selected, and
  • The child has a "Date of Dental Treatment" within the PIR reporting period.
• Added Head Start PIR Section C20.b.1-10. For Section C.20.b to specify the primary reason that children who needed oral treatment did not receive it, the report will include all children who meet the following criteria:
  • The child is selected as participating under a Head Start or Early Head Start program during the reporting period, and
  • The child has a Dental Services History record with the "Dental Exam Only" or "Dental Exam and Treatment" type selected, and --The child has a "Date of Dental Exam" during the reporting period, and
  • The child has "Yes" selected for "Treatment Needed Based Upon Results of Dental Exam?" within their Dental Services History record, and
  • The child has "No" selected for "Were the treatments successfully provided?" within their Dental Services History record, and
  • The child has a reason selected in the "Specify the primary reason that children who needed dental treatment did not receive it" field (within their Dental Services History record) that matches any category listed below:
    • C.20.b.1 Health insurance doesn’t cover oral treatment
    • C.20.b.2 No oral care available in local area
    • C.20.b.3 Medicaid not accepted by dentist
    • C.20.b.4 Dentists in the area do not treat 3- to 5-year-old children
    • C.20.b.5 Dentists in the area do not treat children below age 3
    • C.20.b.6 Parents did not keep/make appointment
    • C.20.b.7 Children left the program before their appointment date
    • C.20.b.8 Appointment is scheduled for future date
    • C.20.b.9 No transportation
    • C.20.b.10 Other (Reason will be listed in report)
• Updated Head Start PIR Section C.5.a to include children who have a Medical Home History record that is marked as "Yes" for either the fields "Child is served at a federally qualified Health Center" or "The child has received or is receiving medical services through Indian Health Services."
• Updated the Head Start PIR Section C.3 sections so that both the "Number of pregnant women at enrollment with at least one type of health insurance" and the "Number of pregnant women at end of enrollment with at least one type of health insurance" have an "a" and "b" item beneath each.

Fixes & Adjustments

• Updated the logic for the "Total Hours of Care this Month" column on the 801B Report to ensure that only schedules that are assigned the Funding Contracts selected to generate the report are included and contributing towards the total hours count. Each row in the report is a unique student schedule record, so the "Total Hours of Care this Month" will only ever include the hours from that schedule when calculating total hours.
• Fixed an issue with editing billing items from the family's Ledger to ensure that staff can successfully edit any payment, credit, or non-schedule fee at any time.
• Fixed an issue with the Family Application Configuration - First-Time Applicant Messages and Re-Applicant Messages - where agencies with an apostrophe in their name caused the edit modal to not load successfully.
• Fixed an issue in which the "Student Contact" section of the Student record was using an outdated field for the Parent A Email. Parent B Email was also added to this list. This section of the student record will now always display the most updated/current contact information pulled from the parent records in the household.
• The CDSS Appeals address and contact information has been updated within Step 5 of the Notice of Action (NOA), in accordance with CDSS.
• Updated the Family Application to ensure that all fields and their drop-down options are translated if another language is selected in the Google Translate feature available within the Application Portal.
• Updated the BAS feature to include a "Not Applicable" option for the tenth element titled "Provider as Employer" in the Assessment section.
• Fixed an issue in the Parent Survey tool to allow parents to return to text-response questions and edit/add input before submitting.