# **Child Care and Development Fund**![](media/image1.png){width="0.9in" height="1.0in"}

> **ACF-800 State-Level Data Standards**

## *Technical Bulletin* #1r

> ***REVISED: July 16, 2002***

This Technical Bulletin lists the data standards for the Child Care and
Development Fund Annual Report. This Report, which is submitted by
States and Territories to the Child Care Bureau, includes key
State-level data required by the Personal Responsibility and Work
Opportunity Reconciliation Act of 1996. The data standards described
here serve as the principal guideline to identify errors in State data.
The submitting State or Territory must correct data that fail to meet
these data standards. This is an updated version of Technical Bulletin
#1, including new data elements that have been added since November
1998, the last revision date of this technical bulletin.

The data standards for each item required in the Annual Report are found
in the table on page 3. The table's five columns are:

**I. Data Item #\'s**: The first column lists each item that must be
reported. Each item is referenced by the intersection of the applicable
row and column in the Child Care and Development Fund Annual Report
form. For example, the first item of the table, "1(A): Families",
represents the total number of families receiving child care services.
It is located in row "1." and column "(A)" of the Child Care and
Development Fund Annual Report form. Please note that in addition to
individual data items, the first column may list a group of related
items that have the same data standards. For example, in the third row,
"2(B) through 2(L): Children by type of provider" represents the number
of children receiving child care services by category or type of child
care. All of these items are related and have the same data standards.

**II. Field Size**: The second column lists the size (number of digits
or characters) of the data element. Any response that does not use all
of the available digits should be right aligned and padded with zeroes.
For example, for the first row of the table, item "1(A): Families", the
Field Size is 6. If the value was 45,000 families, it would be entered
as 045000 so that it contained 6 digits.

**III. Missing Data Standard**: The third column indicates whether or
not the data element is required to be reported. In this report, data
elements 6b, 20, 21 and 22 are optional. All other data elements are
required.

**IV. Out of Range Standard**: The fourth column indicates the
acceptable range of values for the data. All values must occur within
this range. For example, for the second row of the table, element "2(A):
Children", the value must occur within the range of 1 to 999,999. Values
less than 1 or greater than 999,999 are in error.

**V. Internal Consistency Standard**: The fifth column lists the
standards for consistency among related elements. All of these standards
are intuitively logical relationships. For example, the value of element
"1(A): Families" must be less than or equal to the value of element "
2(A): Children". This makes sense because more families cannot be
receiving child care services than children who are receiving child care
services.

Many states have had difficulty in accurately calculating their pooling
factor (element 18). Note that the pooling factor reported on the
ACF-800 will also be applied to the counts in the ACF-801 summary record
(unless advised otherwise). Some States have indicated that the pooling
factor reported on the ACF-800 should not be applied to the States
ACF-801 summary record counts. If pooling is used, then the ACF-800 and
ACF-801 counts should reflect all subsidized child care within the State
or Territory both in the counts shown on the ACF-801 summary record and
the full population or cases reported on the ACF-801. Conversely if
pooling is not utilized, then the ACF-800 counts, the ACF-801 counts,
and the full population or sample cases reported should only be those
funded by the CCDF.

[Appendix
A](http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/b01RappA.doc)
contains an [Excel Pooling Factor Calculation
Sheet](http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/chklst.xls)
and Check List (with instructions) that many States may find helpful for
calculating an accurate pooling factor.

+--------------+---+--------+-------+--------------------------------+
| I. **Data    | * | **III. | **IV. | **V. Internal Consistency      |
| Item #s\     | * | M      | Ou    | Standard**                     |
| **           | I | issing | t-of- |                                |
|              | I | Data   | Range |                                |
|              | . | Stan   | Stand |                                |
|              | F | dard** | ard** |                                |
|              | i |        |       |                                |
|              | e |        |       |                                |
|              | l |        |       |                                |
|              | d |        |       |                                |
|              | S |        |       |                                |
|              | i |        |       |                                |
|              | z |        |       |                                |
|              | e |        |       |                                |
|              | * |        |       |                                |
|              | * |        |       |                                |
+==============+===+========+=======+================================+
| 1.(A):       | 6 | Always | 1-39  | \- less than or equal to 2.(A) |
| Families     |   | re     | 9,999 |                                |
|              |   | quired |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 2.(A):       | 6 | Always | 1-99  | \- greater than or equal to    |
| Children     |   | re     | 9,999 | 1.(A)\                         |
|              |   | quired |       | - equal to the sum of 2.(B)    |
|              |   |        |       | through 2.(L)\                 |
|              |   |        |       | - equal to the sum of 3.(A)    |
|              |   |        |       | and 4.(A)                      |
+--------------+---+--------+-------+--------------------------------+
| 2.(B)        | 6 | Always | 0-99  | \- sum of 2.(B) through 2.(L)  |
| through      |   | re     | 9,999 | must be equal to 2.(A)\        |
| 2.(L):       |   | quired |       | - for each column (x=column)\  |
| Children by  |   |        |       | 2.(x) must be equal to the sum |
| type of      |   |        |       | of 3.(x) and 4.(x)             |
| provider     |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 3.(A):       | 6 | Always | 0-99  | \- equal to the sum of 3.(B)   |
| Payment      |   | re     | 9,999 | through 3.(L)\                 |
| method-      |   | quired |       | - the sum of 3.(A) and 4.(A)   |
| grants or    |   |        |       | must be equal to 2.(A)         |
| contracts    |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 3.(B)        | 6 | Always | 0-99  | \- sum of 3.(B) through 3.(L)  |
| through      |   | re     | 9,999 | must be equal to 3.(A)\        |
| 3.(L):       |   | quired |       | - for each column (x=column)\  |
| Payment      |   |        |       | the sum of 3.(x) and 4.(x)     |
| method-      |   |        |       | must be equal to 2.(x)         |
| grants or    |   |        |       |                                |
| contracts by |   |        |       |                                |
| type of      |   |        |       |                                |
| provider     |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 4.(A):       | 6 | Always | 1-99  | \- equal to the sum of 4.(B)   |
| Payment      |   | re     | 9,999 | through 4.(L)\                 |
| methods-     |   | quired |       | - the sum of 3.(A) and 4.(A)   |
| certificates |   |        |       | must be equal to 2.(A)\        |
| and/or cash  |   |        |       | - greater than or equal to     |
|              |   |        |       | 5.(A)                          |
+--------------+---+--------+-------+--------------------------------+
| 4.(B)        | 6 | Always | 0-99  | \- sum of 4.(B) through 4.(L)  |
| through      |   | re     | 9,999 | must be equal to 4.(A)\        |
| 4.(L):       |   | quired |       | - for each column (x=column)   |
| Payment      |   |        |       | the sum of 3.(x) and 4.(x)     |
| methods-     |   |        |       | must be equal to 2.(x)\        |
| certificates |   |        |       | - 4.(x) must be greater than   |
| and/or cash  |   |        |       | or equal to 5.(x)              |
| by type of   |   |        |       |                                |
| provider     |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 5.(A):       | 6 | Always | 0-99  | \- equal to the sum of 5.(B)   |
| Payment      |   | re     | 9,999 | through 5.(L)\                 |
| method- cash |   | quired |       | - less than or equal to 4.(A)  |
+--------------+---+--------+-------+--------------------------------+
| 5.(B)        | 6 | Always | 0-99  | \- sum of 5.(B) through 5.(L)  |
| through      |   | re     | 9,999 | must be equal to 5.(A)\        |
| 5.(L):       |   | quired |       | - for each column (x=column)\  |
| Payment      |   |        |       | 5.(x) must be less than or     |
| method- cash |   |        |       | equal to 4.(x)                 |
| by type of   |   |        |       |                                |
| provider     |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 6.(A):       | 6 | Always | 1-99  | \- equal to the sum of 6a.(B)  |
| Providers    |   | re     | 9,999 | through 6a.(L)                 |
|              |   | quired |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 6a.(B)       | 6 | Always | 0-99  | \- sum of 6a.(B) through       |
| through      |   | re     | 9,999 | 6a.(L) must be equal to 6a.(A) |
| 6a.(L):      |   | quired |       |                                |
| Providers    |   |        |       |                                |
| type         |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 6b.(A)Total  | 6 | Op     | 0-99  | \- sum of 6b.(C) through       |
| licensed     |   | tional | 9,999 | 6b.(E) should equal 6b.(A)     |
| capacity in  |   |        |       |                                |
| centers and  |   |        |       |                                |
| homes        |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 6b.(C)       | 6 | Op     | 0-99  | \- sum of 6b.(C) through       |
| through      |   | tional | 9,999 | 6b.(E) should equal 6b.(A)     |
| 6b.(E):      |   |        |       |                                |
| Licensed     |   |        |       |                                |
| capacity     |   |        |       |                                |
| type         |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 7.(A):       | 8 | Always | 1-    | \- no internal consistency     |
| Consumer     |   | re     | 99,99 | standard (Explanation of how   |
| education    |   | quired | 9,999 | the estimate was determined    |
|              |   |        |       | must be included).             |
+--------------+---+--------+-------+--------------------------------+
| 8 through    | 1 | Always | Y, N, | \- at least one of elements 8  |
| 16: Consumer |   | re     | NA:\  | through 16 must have a value   |
| education    |   | quired | Y =   | of "Y"                         |
| methods      |   |        | Yes;\ |                                |
|              |   |        | N =   |                                |
|              |   |        | No\   |                                |
|              |   |        | NA =  |                                |
|              |   |        | Not   |                                |
|              |   |        | Appli |                                |
|              |   |        | cable |                                |
|              |   |        | (for  |                                |
|              |   |        | el    |                                |
|              |   |        | ement |                                |
|              |   |        | #8    |                                |
|              |   |        | only) |                                |
+--------------+---+--------+-------+--------------------------------+
| 17: Is this  | 1 | Always | Y,    | -   if No is selected, then    |
| report based |   | re     | N:\   |     the value of Element 18    |
| on pooled    |   | quired | Y =   |     Percent of Funds which are |
| CCDF and     |   |        | Yes;\ |     CCDF must be 100%          |
| non-CCDF     |   |        | N =   |                                |
| funds?       |   |        | No    | -   if Yes is selected, then   |
|              |   |        |       |     the value of Element 18    |
|              |   |        |       |     must be less than 100%     |
|              |   |        |       |                                |
|              |   |        |       | -   If Yes is selected, then   |
|              |   |        |       |     Element 19 must be         |
|              |   |        |       |     completed                  |
+--------------+---+--------+-------+--------------------------------+
| 18: Percent  | 3 | Always | 0.1   | -if Element 17 is No, then the |
| of funds     |   | re     | --    | value for Element 18 must be   |
| which are    |   | quired | 99.9  | 100%\                          |
| CCDF         |   |        |       | - if Element 17 is Yes, then   |
|              |   |        |       | the value of Element 18 must   |
|              |   |        |       | be less than 100% and greater  |
|              |   |        |       | than 0%\                       |
|              |   |        |       | - This is one of the most      |
|              |   |        |       | important data elements on the |
|              |   |        |       | ACF-800 report because the CCB |
|              |   |        |       | will apply this pooling factor |
|              |   |        |       | to both ACF-800 and ACF-801    |
|              |   |        |       | data (including the family     |
|              |   |        |       | count in the ACF-801 summary   |
|              |   |        |       | record) unless advised that it |
|              |   |        |       | is not applicable to the       |
|              |   |        |       | ACF-801 data. [Appendix        |
|              |   |        |       | A](../Instructions             |
|              |   |        |       | %20for%20Excel%20Polling%20Fac |
|              |   |        |       | tor%20Calculation%20Sheet.doc) |
|              |   |        |       | is a spreadsheet with          |
|              |   |        |       | instructions that may be       |
|              |   |        |       | helpful in calculating this    |
|              |   |        |       | pooling factor based on        |
|              |   |        |       | financial data applicable to   |
|              |   |        |       | CCDF expenditures.             |
+--------------+---+--------+-------+--------------------------------+
| 19: If this  | 1 | Always | Y,    | \- at least one of the Element |
| report is    |   | re     | N:\   | 19 **Non-CCDF Funds** must     |
| based on     |   | quired | Y =   | have a value of "Y"            |
| pooled CCDF  |   |        | Yes;\ |                                |
| and non-CCDF |   |        | N =   |                                |
| funds,       |   |        | No    |                                |
| indicate     |   |        |       |                                |
| which funds  |   |        |       |                                |
| are included |   |        |       |                                |
| in the pool  |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 20:          | 1 | Op     | Y,    | \- No internal consistency     |
| Unannounced  |   | tional | N:\   |                                |
| inspections  |   |        | Y =   |                                |
|              |   |        | Yes;\ |                                |
|              |   |        | N =   |                                |
|              |   |        | No    |                                |
+--------------+---+--------+-------+--------------------------------+
| 21:          | 2 | Op     | None  | \- No internal consistency     |
| Explanatory  | 5 | tional |       |                                |
| comments     | 0 |        |       |                                |
+--------------+---+--------+-------+--------------------------------+
| 22:          | N | Op     | None  | \- No internal consistency\    |
| Attachments  | o | tional |       | - email attachments to NCCIC   |
| (reports,    | n |        |       | at <info@nccic.org> with       |
| materials,   | e |        |       | subject line specifying        |
| information  |   |        |       | "ACF-800 supplement"\          |
| developed as |   |        |       | - fax hard copies to CCB       |
| a result of  |   |        |       | Reports Manager at             |
| the use of   |   |        |       | 202-690-5600                   |
| CCDF quality |   |        |       |                                |
| funds)       |   |        |       |                                |
+--------------+---+--------+-------+--------------------------------+

The Child Care Bureau website has Context Sensitive Help pertaining to
the ACF-800 data elements. For additional help, go to:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/acf800/helpdocs/context.htm>.