Child Care Bureau: Laws, Policies, Program Instructions, and Allocations

FY 2000 Annual Aggregate Data Reporting for States and Territories (ACF-800)

Index: FY 2000 Overview | ACYF-PI-CC-00-05 | ACF-800 Form | ACF-800 Instructions/Definitions | (Collection also available in Word and PDF)

Program Instruction (ACYF-PI-CC-00-05)

ACF Administration for Children and Families	U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children, Youth and Families
	1. Log No: ACYF-PI-CC-00-05	2. Issuance Date: 11-9-00
	3. Originating Office: Child Care Bureau
	4. Key Words: Child Care and Development Fund (CCDF) - Submission of the Revised State-Level Aggregate Report (ACF-800) by States and Territories

To:	State and Territorial Child Care Administrators and Other Interested Parties
Subject:	Child Care and Development Fund (CCDF) reporting changes for States and Territories
References:	The Child Care and Development Block Grant Act of 1990 as amended by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PL 104-193) and the Balanced Budget Act of 1997 (PL 105-33).
Purpose:	To inform States and Territories of instructions for collection of annual State-level aggregate CCDF data (ACF-800).
Background:	State-level aggregate child care program information for the Child Care and Development Fund is required by Sec. 658K of the Child Care Development Block Grant Act as amended by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996. This report collection was modified by the Balanced Budget Act of 1997.
Definition:	Aggregate data for the ACF-800 are required to be total, unduplicated counts of the State or Territory's CCDF caseload. Therefore, each family, child, and provider must be counted only once during the reporting period as indicated.
Due Dates for the State-Level Aggregate Report:	The State-level aggregate report (ACF-800) for FY 2000 is due December 31, 2000, as stipulated by the statute. Forms and instructions for the completion of this report are attached and available on the Child Care Bureau website. The submission site for ACF-800 data is: /programs/ccb/report/formhelp/acf800/presub.htm. The OMB-approved form and instructions are attached for the fourth State-level aggregate data collection, which is due December 31, 2000 (see Attachment A). This report will cover the period of October 1, 1999 to September 30, 2000.
Who must report:	All CCDF lead agencies in the States, the District of Columbia, and Territories (including Puerto Rico, American Samoa, Guam, Northern Mariana Islands, and the US Virgin Islands) are responsible for completing the ACF-800.
Reporting burden:	The public reporting burden for collecting the information in this Annual Report is estimated to average 50 hours per report. This estimate includes the time for completing and reviewing the instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the reporting form. Comments regarding the burden estimate or any other aspect of this information collection, including suggestions for reducing this burden, should be sent to: Reports Manager, Child Care Bureau, Switzer Building, 330 C Street SW, Washington, D.C. 20447; and to the Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, D.C. 20503.
Changes:	Several changes to the ACF-800 form have been approved by OMB: Line 6b requests the total licensed capacity in all centers, family child care and group care in the State. (Optional) Lines 17-19 request information concerning pooled funds. Line 20 requests information about routine unannounced inspections conducted by the State or Territory. (Optional) Line 21 allows respondents to submit footnotes or other explanatory comments. (Optional) Line 22 requests additional reports, materials, or information developed with CCDF quality funds. (Optional)
Additional information:	The following four items in the report involve additional explanation from Lead Agencies: Line 7: Consumer Education Methodology All States and Territories must indicate their methodology for determining the number of families receiving consumer education. Line 16: "Other" Consumer Education (if applicable) If a Lead Agency marks "Yes" in line 16, " 'Other' Consumer Education," it must describe the "other" type of consumer education it provides. Line 21: Explanatory Comments (Optional) States and Territories often need to provide special or specific information concerning certain data elements. Lead Agencies should feel free to provide footnotes or other explanatory information that will help staff in the Child Care Bureau, the Regional Offices, and other readers understand the data being presented. Line 22: Reports and Materials (Optional) Lead Agencies may attach (via email) reports, materials, and other information developed as a result of using CCDF quality funds. Hard copies of reports are also acceptable but must be submitted to the Reports Manager. (See address information in this Instruction.) Lead Agencies are not required to develop additional reports or documents in response to this section, but they are encouraged to provide the information for sharing with other grantees. Space is available on the Internet form to include the additional information for answers 7, 16, and 21. A Lead Agency may e-mail line 22 reports and materials by selecting the e-mail address that appears at line 22. This will launch an e-mail screen that includes the correct address. Reports and materials may be sent as attachments to the e-mail. (If difficulties are encountered, technical assistance may be obtained through the Child Care Automation Resource Center.)
State-level report submission strategies:	The State-level aggregate report should be submitted through the Internet, unless other arrangements have been made with the appropriate Regional Office. To make submission easier, the web-based form automatically checks errors. If errors are found, they are highlighted in red. The data errors can also be corrected through the Internet. To ensure the validity of the data submitted, the web site is secured and requires a log-in and password for submission. More information about the ACF-800 submission site is available at: /programs/ccb/report/formhelp/acf800/sub_site.htm. If you or your staff have a password from last year, you do not need to request a new one for this year. (Call the Child Care Automation Resource Center at 1-877-249-9117 to be reminded about your password from last year). To ensure appropriate authorization for new staff to submit the aggregate data electronically, the Lead Agency should submit the ACF-800 Internet Submission Form, which is attached to this Program Instruction. The form should be mailed or faxed by December 1, 2000 to: U.S. Department of Health and Human Services Administration on Children, Youth and Families Child Care Bureau Switzer Building 330 C Street, SW Washington, DC 20447 Attn: Reports Manager FAX: 202-690-5600 The Child Care Automation Resource Center (CCARC) will contact the new staff identified on the form to provide further instructions and guidance on using the ACF-800 data entry site.
Child care information systems technical assistance	The Child Care Bureau awarded a contract for information systems technical assistance and development to Anteon Corp. The services of the Child Care Automation Resource Center (CCARC) are provided as a part of that contract. Online help related to the ACF-800 is available at the CCB web site at: /programs/ccb/report/formhelp/acf800/index.htm. The Resource Center also has liaisons with backgrounds in information systems who are ready to assist you with your information systems questions and concerns. You may contact the Center for assistance in completing the State-level report at: 877-249-9117 on weekdays, 9:00 a.m. to 5:00 p.m. (Eastern Time). Their email address is: CCARC@childcaredata.org.
Reporting problems:	Lead agencies anticipating problems in complying with the statutory reporting requirements should contact the appropriate Regional Office for technical assistance. Questions about this information memorandum should be directed as follows: Reporting Deadlines/Problems: ACF Regional Office State-Level Report Requirements: /programs/ccb/report/formhelp/acf800/index.htm Information Systems: Child Care Automation Resource Center (877-249-9117); /programs/ccb/ta/ccarc/index.htm; Email: CCARC@childcaredata.org
	Patricia Montoya Commissioner Administration on Children, Youth and Families Attachments: CCDF Annual Aggregate Report (ACF-800 Form) ACF-800 Reporting Instructions/Definitions Internet Registration Form Regional Office Contact List

Index: FY 2000 Overview | ACYF-PI-CC-00-05 | ACF-800 Form | ACF-800 Instructions/Definitions | (Collection also available in Word and PDF)