CDNFS 8501 MHCS Report

The CDNFS 8501 MHCS Report is formatted according to State specifications. The attendance and enrollment information on pages 1 through 5 will be system populated using schedule and attendance information for children in classrooms with mental health consultant services. Pages 6 through 10 will display children in classrooms without mental health consultant services. The financial information on pages 11 through 13 will be populated based on information entered in the CDFNS 8501 MHCS Report Accounting Popup Form.

Note: Mental health consultant services are recorded by classroom on the Provider Form: Classroom Page.

This report will only be used by agencies with California State Preschool Program (CSPP).

To View the CDNFS 8501 MHCS Report:

From the Reports Menu, select the CDFS 8501 MHCS Report. The report criteria form will be displayed.
Select a division or select "All" to include all.
Enter the date range for the report (typically the dates are for an entire quarter).
Select a data source. Choices include Attendance or Schedule. See CDNFS 8501 MHCS Report 8501 Report- Data Source Options section below for more information.
Select a program group or select "All" to include all.
Note: If you have multiple programs included in your 8501, you can create an "8501 Report Group" including all the programs that should be reported on the 8501. For more information on setting up program groups, click here.
Select a program or select "All" to include all.
Enter a Provider ID or click the Search button to use the Provider Search Form. Or, leave blank to include all.
Select a classroom or select "All" to include all.
Select an option for the Agency Owned Centers filter. Under most circumstances, "Yes" should be selected.
Check the box to lock the family record after the report has been reviewed and data is correct. View the additional info section at the bottom of the page for more info.
If necessary, click the Header button to enter report header information (Agency Name, County Code, Vendor Code, CDFS Analyst, etc.). This information will be saved and only needs to be updated when there are changes.
If desired, click the Accounting button to enter the financial information for pages 11-13 of the report. When done, click Save to save your changes. Then, click Close to close the form.

Notes:
1. You can enter the amounts for the Prior Periods (Column A) and Current Period (Column B). The Cumulative Fiscal Year totals (Column C) will be calculated by the system as the sum of Columns A + B.
2. The amounts saved will be maintained separately for each division based on the division selected on the criteria form. Also, there will be separate totals maintained when “All” is selected for the division.
3. You can click the Recalculate Prior Period button to update the amounts listed in column A (Cumulative Prior Period) with the sum of column A (Cumulative Prior Period) + column B (Current Period). This can be used for each new reporting period to recalculate the amounts for column A and clear column B.
4. The Clear Prior/Current Amounts button will clear all values entered on the form. This button is generally used for the first report of the new fiscal year.
5. For historical purposes, CARE will store the last saved information per fiscal year.
Click the Detail Listing button to display a report listing the specific child records that will be included in the actual CDNFS 8501 MHCS that will be submitted to CDE. You should print the report or save a copy to your computer.
The Detail Listing report is a helpful tool that the user can reference when troubleshooting discrepancies with the 8501 report counts. We recommend saving the detail report in a secure location for such purposes.
Click here for more information about the Detail Listing Report...
When you click the Detail Listing button, the CDNFS 8501 MHCS Report Detail Listing criteria form will be displayed.
The criteria form allows you to filter the information that will be included in the detail report.
Note: When using this report to view or print a record of the detail of the information included in the CDNFS 8501 Report, you should not apply any additional filters. This will ensure all records are included.
Carefully review the information in the file and resolve any issues found before continuing.
If the information in the report is correct, click the Display Report button to create the CDNFS 8501 MHCS Report.
Follow the instructions from CDE to submit the information.

8501 Report- Data Source Options:

When "Schedule" is chosen as the data source:

Days of Enrollment Detail: The “Days of Enrollment” counts in Section 1 and Section 2 (top ¾ of the first and second page) are based on enrollment (days and times entered in the schedules for the children). So, if a child was scheduled for a full time day, but only attends for a ½ time day, that day will still be counted in the FT time category. It uses the hours entered in the schedule to determine the time category (½ time, ¾ time, Full Time, or Full Time Plus). It does not use the hours entered in Attendance History.
Total Days of Enrollment: Count of scheduled days regardless of attendance and/or absences.
Days of Operation: Count of days of operation during the time period specified on the criteria form. To be counted as a day of operation, there must be at least one child enrolled for the day and the day must not be entered as a “Non-Operational Day” for the center or classroom. Note: Non-Operational Days are entered on the Provider Form.
Days of Attendance: Count of scheduled days minus any unexcused absences. Note: Excused absences on non-scheduled days are not counted here.

Breakdown of how days are counted when the report is based on Schedule/Enrollment:

Attended day (with hours entered in Attendance History) on a scheduled day- counts in the enrolled time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Attended day (without hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (with hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, counts as a day of attendance
Excused Absence (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (without hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (without hours entered in Attendance History) on a non-scheduled day - does not count on the report at all.
Unexcused Absence (with hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Unexcused Absence (without hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all

*** Many of the 12 scenarios outlined above are not expected to occur in general practice (assuming accurate data entry), however, the scenarios are included in the interest of thoroughness).

When "Attendance" is chosen as the data source:

Days of Enrollment Detail: The “Days of Enrollment” counts in Section 1 and Section 2 (top ¾ of the first and second page) are based on attendance (days and times entered in Attendance History for the children) regardless of scheduled days. For both days of attendance and all absences, it will use the hours from attendance entry to determine the time category (½ time, ¾ time, etc.). For days of attendance and excused absences, if hours are not entered in Attendance History, it will not count the day in any category. For unexcused absences only, it will count the hours in Attendance History to determine the category. Or, if hours are not entered in Attendance History for the day, it will use the hours entered in the schedule to determine the time category.
Total Days of Enrollment: Count of attendance days plus excused absences (if attendance is entered for the day) plus unexcused absences. Unexcused absences will always be counted unless there aren’t any hours entered in Attendance History AND the day is not scheduled.
Days of Operation: Count of days of operation during the time period specified on the criteria form. To be counted as a day of operation, there must be at least one child with attendance entered for the day and the day must not be entered as a non-operational day for the center or classroom. Note: Non-Operational Days are entered on the Provider Form: Non-Operational Days Page.
Days of Attendance: Count of attendance days plus excused absences with hours entered in Attendance History, regardless of whether or not there was enrollment on the Schedule Form for that day. Unexcused absences are not counted.

Breakdown of how days are counted when the report is based on Attendance:

Attended day (with hours entered in Attendance History) on a scheduled day- counts in the attended time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (with hours entered in Attendance History) on a non-scheduled day- counts in the attended time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (without hours entered in Attendance History) on a scheduled day- does not count on the report at all
Attended day (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (with hours entered in Attendance History) on a scheduled day- counts in the attended time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (with hours entered in Attendance History) on a non-scheduled day- counts in the attended time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (without hours entered in Attendance History) on a scheduled day- does not count on the report at all.
Excused Absence (without hours entered in Attendance History) on a non-scheduled day - does not count on the report at all.
Unexcused Absence (with hours entered in Attendance History) on a scheduled day- counts in the attended time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (with hours entered in Attendance History) on a non-scheduled day- counts in the attended time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a scheduled day- counts in the scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all

*** Many of the 12 scenarios outlined above are not expected to occur in general practice (assuming accurate data entry), however, the scenarios are included in the interest of thoroughness).

Many agencies using NoHo CARE choose to update actual attendance times (in Attendance Entry) for variable schedule children only. For non-variable schedule children, agencies will enter absences only and keep the scheduled time in and time out as is (based on enrollment) when submitting attendance. Then, they will choose the “Attendance” data source when running the 8501 report. For variable schedule children, it will use the actual times you entered in Attendance Entry. For non-variable schedule children, it will also use the times you entered in Attendance Entry (which are equivalent to the enrolled times- since you didn’t adjust for early departures and late arrivals).
If you want to limit the 8501 Report to a specific program or group of programs, be sure to use the program or program group filter.

Additional Information:

Age validation will not be performed for this report, since there is not an adequate way to handle this due to the start date of kindergarten being different for each child (depending on the school they attend). Agencies are responsible for ensuring that their children are enrolled in the appropriate programs. Once a child enrolled in CSPP enters kindergarten, you are responsible for creating a new schedule reflecting the change in the program (from CSPP to CCTR, for example).
When a child has multiple special needs selected on the Child Form: Special Need Page, the report will use the special need with the highest adjustment factor.
If a program is selected for the Program filter on the report criteria form, the value entered in the Cost Center field on the Program Setup Form for the program will display in the Contract No. field in the report header. This field will be left blank if no program is selected on the report criteria form.
Days of non-operation (entered on the Provider Form: Non-Operational Days Page) are excluded from the Days of Operation, Days of Enrollment, and Days of Attendance counts on the report when the Reimbursable box is not checked on the Provider Form: Non-Operational Days Page.
The tracking of certified vs. non-certified status is based on a program group code “PRVT” (Private/Full Fee). This program group code represents non-certified (private) status. Schedules assigned to a program belonging to this program group will be considered non-certified. All other schedules will be considered certified.
Full fee (non-certified) children will only be included if they are enrolled at a center with at least one subsidized (certified) child. If all children at the center are full fee (no subsidized children), then the full fee children at that center will not be counted on page 2 of the 8501 Report. For example, there are five centers included in the report and four of them have a mix of subsidy (certified) and full fee (non-certified) children. The fifth center is only full fee children. The report will only count the full fee children in the four centers for the non-certified section (page 2) of the report.
When the "Lock Family information after report generation" box is checked, the following records will either be disabled or locked for edits on or before the report stop date: Child DOB, Child Enrolled Date, Special Needs, Child Schedules, Family and Child Termination Dates, Family First Serve Date, Family Income/Fee. This feature was added to prevent data from changing from one month/quarter to the next.

Applicable Setup and System Options

There are "San Francisco", "San Mateo", and "Santa Clara" formats of the 8501 Report available for selection on the State Report Format Page of System Options. These reports have a slightly higher adjustment factor for the children enrolled in half day CSPP.

8501 Report- Data Source Options:

When "Schedule" is chosen as the data source:

Days of Enrollment Detail: The “Days of Enrollment” counts in Section 1 and Section 2 (top ¾ of the first and second page) are based on enrollment (days and times entered in the schedules for the children). So, if a child was scheduled for a full time day, but only attends for a ½ time day, that day will still be counted in the FT time category. It uses the hours entered in the schedule to determine the time category (½ time, ¾ time, Full Time, or Full Time Plus). It does not use the hours entered in Attendance History.
Total Days of Enrollment: Count of scheduled days regardless of attendance and/or absences.
Days of Operation: Count of days of operation during the time period specified on the criteria form. To be counted as a day of operation, there must be at least one child enrolled for the day and the day must not be entered as a “Non-Operational Day” for the center or classroom. Note: Non-Operational Days are entered on the Provider Form.
Days of Attendance: Count of scheduled days minus any unexcused absences. Note: Excused absences on non-scheduled days are not counted here.

Breakdown of how days are counted when the report is based on Schedule/Enrollment:

Attended day (with hours entered in Attendance History) on a scheduled day- counts in enrolled time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Attended day (without hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (with hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, counts as a day of attendance
Excused Absence (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (without hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (without hours entered in Attendance History) on a non-scheduled day - does not count on the report at all.
Unexcused Absence (with hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (with hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Unexcused Absence (without hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all

*** Many of the 12 scenarios outlined above are not expected to occur in general practice (assuming accurate data entry), however the scenarios are included in the interest of thoroughness).

When "Attendance" is chosen as the data source:

Days of Enrollment Detail: The “Days of Enrollment” counts in Section 1 and Section 2 (top ¾ of the first and second page) are based on attendance (days and times entered in Attendance History for the children) regardless of scheduled days. For both days of attendance and all absences, it will use the hours from attendance entry to determine the time category (½ time, ¾ time, etc). For days of attendance and excused absences, if hours are not entered in Attendance History, it will not count the day in any category. For unexcused absences only, it will count the hours in Attendance History to determine the category. Or, if hours are not entered in Attendance History for the day, it will use the hours entered in the schedule to determine the time category.
Total Days of Enrollment: Count of attendance days plus excused absences (if attendance is entered for the day) plus unexcused absences. Unexcused absences will always be counted unless there aren’t any hours entered in Attendance History AND the day is not scheduled.
Days of Operation: Count of days of operation during the time period specified on the criteria form. To be counted as a day of operation, there must be at least one child with attendance entered for the day and the day must not be entered as a non-operational day for the center or classroom. Note: Non-Operational Days are entered on the Provider Form: Non-Operational Days Page.
Days of Attendance: Count of attendance days plus excused absences with hours entered in Attendance History, regardless of whether or not there was enrollment on the Schedule Form for that day. Unexcused absences are not counted.

Breakdown of how days are counted when the report is based on Attendance:

Attended day (with hours entered in Attendance History) on a scheduled day- counts in attended time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (with hours entered in Attendance History) on a non-scheduled day- counts in attended time category, counts as a day of enrollment, counts as a day of attendance.
Attended day (without hours entered in Attendance History) on a scheduled day- does not count on the report at all
Attended day (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all.
Excused Absence (with hours entered in Attendance History) on a scheduled day- counts in attended time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (with hours entered in Attendance History) on a non-scheduled day- counts in attended time category, counts as a day of enrollment, counts as a day of attendance.
Excused Absence (without hours entered in Attendance History) on a scheduled day- does not count on the report at all.
Excused Absence (without hours entered in Attendance History) on a non-scheduled day - does not count on the report at all.
Unexcused Absence (with hours entered in Attendance History) on a scheduled day- counts in attended time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (with hours entered in Attendance History) on a non-scheduled day- counts in attended time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a scheduled day- counts in scheduled time category, counts as a day of enrollment, does not count as a day of attendance.
Unexcused Absence (without hours entered in Attendance History) on a non-scheduled day- does not count on the report at all

*** Many of the 12 scenarios outlined above are not expected to occur in general practice (assuming accurate data entry), however, the scenarios are included in the interest of thoroughness).

Many agencies using NoHo CARE choose to update actual attendance times (in Attendance Entry) for variable schedule children only. For non-variable schedule children, agencies will enter absences only and keep the schedule time in and time out as is (based on enrollment) when submitting attendance. Then, they will choose the “Attendance” data source when running the 8501 report. For variable schedule children, it will use the actual times you entered in Attendance Entry. For non-variable schedule children, it will also use the times you entered in Attendance Entry (which are equivalent to the enrolled times- since you didn’t adjust for early departures and late arrivals).
If you want to limit the 8501 Report to a specific program or group of programs, be sure to use the program or program group filter.

Additional Information:

Age validation will not be performed for this report, since there is not an adequate way to handle this due to the start date of kindergarten being different for each child (depending on the school they attend). Agencies are responsible for ensuring that their children are enrolled in the appropriate programs. Once a child enrolled in CSPP enters kindergarten, you are responsible for creating a new schedule reflecting the change in the program (from CSPP to CCTR, for example).
When a child has multiple special needs selected on the Child Form: Special Need Page, the report will use the special need with the highest adjustment factor.
If a program is selected for the Program filter on the report criteria form, the value entered in the Cost Center field on the Program Setup Form for the program will display in the Contract No. field in the report header. This field will be left blank if no program is selected on the report criteria form.
Days of non-operation (entered on the Provider Form: Non-Operational Days Page) are excluded from the Days of Operation, Days of Enrollment, and Days of Attendance counts on the report when the Reimbursable box is not checked on the Provider Form: Non-Operational Days Page.
The tracking of certified vs. non-certified status is based on a program group code “PRVT” (Private/Full Fee). This program group code represents non-certified (private) status. Schedules assigned to a program belonging to this program group will be considered non-certified. All other schedules will be considered certified.
Full fee (non-certified) children will only be included if they are enrolled at a center with at least one subsidized (certified) child. If all children at the center are full fee (no subsidized children), then the full fee children at that center will not be counted on page 2 of the 8501 Report. For example, there are five centers included in the report and four of them have a mix of subsidy (certified) and full fee (non-certified) children. The fifth center is only full fee children. The report will only count the full fee children in the four centers for the non-certified section (page 2) of the report.

Applicable Setup and System Options

There are "San Francisco", "San Mateo", and "Santa Clara" formats of the 8501 Report available for selection on the State Report Format Page of System Options. These reports have a slightly higher adjustment factor for the children enrolled in half day CSPP.

KinderSystems CARE Online User Guide

CDNFS 8501 MHCS Report

To View the CDNFS 8501 MHCS Report:

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