Note: This module reflects the most common ways pilot programs are implemented throughout California as it relates to the enrollment component. Refer to your Pilot County Handbook for further guidance. Direct specific Pilot regulation questions to your County Pilot Coordinator/Manager:



Programs: Pilot Programs

Family Eligibility & Need Requirements - Families with children enrolled in the program have met the eligibility & need requirements. 

A family data file is established for each family, including a completed application & supporting documentation.

The contractor must verify eligibility of each child or family at the time of initial certification, recertification & as voluntarily requested by parent.

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Interpreting regulations & putting them into practice can be challenging. Below are strategies to ensure this component is met:


Steps to Efficiently Managing Eligibility & Beyond

  1. Download Resource Guide (May update to include agency specific strategies/forms)

  2. Watch Training Video (if applicable)

  3. Review Strategies

  4. Complete Knowledge Check:

    • Individual for eLearning

    • Group for in-person learning (Group Facilitator must sign-up for a free account)

  5. Repeat steps 2-4 for each section


    Participants Learn to Use Kahoot! Fun Trivia

Pilot Programs Eligibility Resource Guide.jpg

Resource Guide

Tool for self-paced new employee trainings, live trainings & as a day-to-day desk reference manual.

Selection Criteria

Program specific admission priorities may be found in the Funding Terms & Conditions. There is also an Admission Priorities Quick Reference Sheet in the resources below.

Programs must provide written materials for parents & assist them in applying for services. Typically a parent is provided with a packet that includes the parent handbook, checklist and applicable forms. It is the parents responsibility to provide the documentation needed to determine eligibility.


Alternative Payment Parent & Provider Handbook Template

Center-Based Parent Handbook Template

Admission Priorities Quick Reference Sheet

Application Requirements Parent Checklists (Initial) (Recertification)

Income Ranking Chart

Incomplete File Notice

Family Data File

State program eligibility documentation must be maintained in a family data file, which is stored in a locked cabinet.

Checklists assist staff in ensuring the family data file is consistently organized and serves as a check n' balance system for required documentation.


Family Eligibility File Checklist: Pilot

Child Data File Checklist

Family Size

Family size is determined at the time of certification, recertification & per parent voluntary request

At least one document for ALL children counted in the family size must be on file that indicates the relationship of the child to the parent


Sample Family Size Scenarios

Eligibility Criteria

Eligibility is based on either child or family eligibility.  

Once a family establishes eligibility & need, they will remain eligible & receive services for not less than 12 months for job seekers & not less than 24 months for everyone else.

(Alameda County Variance: For not less than 12 months for job seekers & not less than 24 months for everyone else or until the end of the fiscal year, whichever is longer.)

No requirement to report changes, except income eligible families with income that exceeds 85% of SMI.



Countable & Non-Countable Reference Sheet

Electronic Income Calculation Worksheet

Income Ranking Chart

Eligibility Forms

CPS Sample Referral Letter

At-Risk Sample Referral Letter

Homeless Sample Referral Letter

Self-Identification of Homelessness

Self-Certification of Income (Used as last resort)

Parent Notification: Requirement to Report Income over 85%

Fee Schedule

Use the Family Monthly Fee Schedule prepared & issued by the California Department of Education (CDE)

Determination & assessment of a parent’s fee is based on family size & their average monthly gross income

Part-Time Fee: Less than 130 hours per month

Full-Time Fee: 130 hours or more per month


EESD Family Fee Rate Calculator

Family Fee Responsibility

Family Fee Schedule 2019

Plan for Payment of Delinquent Fees

Application for Services 

Completed at the time of initial certification & recertification. 

Once a family establishes eligibility & need, they will remain eligible for not less than 12 months for job seekers & not less than 24 months for everyone else.

(AlamedaCounty Variance: Once a family meets eligibility and/or need requirements certify services for not less than 24 months or until end of the fiscal year (whichever is longer), except job seek, which is not less than 12 months)

No requirement to report changes, except income eligible families with income that exceeds 85% of SMI.

Parent may voluntarily report changes.


Application for Services: EESD 9600

Request to Change Services: Center-Based

Request to Change Service: Alternative Payment

Notice of Action

Issue a Notice of Action (NOA) to approve or deny services.

The NOA must be mailed or delivered to the parent within 30 calendar days from the date the EESD 9600 was signed by the parent


Notice of Action

NOA Sample Action Language for NOA CD-7617

Multilingual Communication

We developed a template through Google Sheets, which incorporates Google Translate to have a real time conversation with someone who speaks a different language. It may not be a 100% perfect translation, but it's a great way to communicate quickly with someone in another language.

  1. Login to your Google Account

  2. Return to this page

  3. Open the Let's Chat Template

  4. Select File & Make a Copy to your drive

  5. Use the tool to communicate with parents that speak a different language


Let's Chat: Making Connections Across Language Barriers



This checklist may be used to thoroughly review family data files, family fees & attendance

This tool may be used to document self-monitoring & program-evaluation



Education Code: 8201(a), 8208(i)(ad)(ai)(aj), 8231, 8235, 8236, 8237, 8238.4, 8239,8246(a), 8250, 8263, 8263.1

Title 5: 18078, 18081–18085, 18089, 18090, 18096, 18100, 18102, 18103(a)(1)(2), 18107, 18118, 18131, 18133, 18191, 18211, 18212

Pilot County Handbooks

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