Area Agencies on Aging

The California Department of Aging (CDA) administers programs that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout the State. These services are provided locally by contracted agencies. This webpage is intended for those who provide, or seek to provide a variety of aging services.

Form NumberForm NameProgramRevision Date
CDA 248Request to Dispose of PropertyCBSS3/23/2017
CDA 122Area Plan BudgetProgram Fiscal 3/15/2018
CDA 45Agency Contacts Designation FormCBSS4/4/2019
CDA 9023Property Acquisition FormProgram Fiscal 6/6/2019
CDA 9024Program Property Inventory CertificationCBSS5/9/2019
PM NumberSubjectProgramIssue Date
PM 17-09Area Plan Contract AP-1718, Amendment #1 Budget and Reporting InformationArea Plan9/25/2017
PM 17-08Title V/Senior Community Service Employment Program Contract TV-1718, Amendment #1 Budget and Reporting InformationTitle V/SCSEP9/12/2017
PM 17-07Supplemental Nutrition Assistance Program - Education Contract SP-1718 Budget and Reporting InformationSNAP-Ed6/20/2017
PM 17-06Area Plan Update for the SHIP / HICAP Program Service Unit Plan for State and Federal performance measuresHICAP6/16/2017
PM 17-05Health Insurance Counseling and Advocacy Program Contract HI-1718 Budget and Reporting InformationHICAP4/12/2017
PM 17-02Update Guidance for the State Fiscal Year 2017 through 2018Area Plan3/13/2017
PM 16-02(P)Area Plan Guidance for State Fiscal Year(SFY) 2016 through SFY 2020Area Plan1/27/2016
PM 15-10(P)Updated Title IIID Disease Prevention and Health Promotion Program Requirements Effective July 1, 2016Area Plan7/29/2015
PM 14-15(P)SCSEP, Title V, Authorized Break in Participation PolicyTitle V/SCSEP12/18/2014
PM 14-10(P)SNAP-Ed Project Synopsis InstructionsSNAP-Ed6/13/2014
PM 13-10(P)Data -Annual Performance Data Validation ProcessArea Plan9/5/2013
PM 13-08(P)Nutrition - Risk Assessment Requirements for Title IIIC Elderly Nutrition Programs Area Plan7/2/2013
PM 13-04(P)Ombudsman - California Long-Term Care Ombudsman Program Designation Standards for Approved OrganizationsOmbudsman3/24/2013
PM 12-17(P)Nutrition Older Americans Act Nutrition Services Menu Guidance for Compliance with Dietary Guidelines for Americans, 2010Area Plan12/11/2012
PM 12-14(P)Recovery of Audit Determinations and Closeout Unearned FundsAll Programs9/21/2012
PM 12-11(P)Elder Economic Planning Act of 2011All Programs6/12/2012
PM 12-04(P)2012-2016 Area Plan Needs Assessment Guidelines and Sample QuestionnairesAll Programs3/28/2012
PM 11-20(P)Title V/Senior Community Service Employment Program, Participant Termination PolicyTitle V/SCSEP12/13/2011
PM 11-06(P)Revised U.S. Department of Labor Regulations, Code of Federal Regulations, Title 20, Part 641 Senior Community Service Employment Program, GrievanceTitle V/SCSEP3/30/2011
PM 11-03(P)CARS Guidance and Overview, Revised CARS File Specifications, and CARS Annotated SpecificationsArea Plan2/25/2011
PM 10-29(P) Disaster Assistance handbook for Area Agencies on AgingArea Plan12/20/2010
PM 10-20(P)Title III C-1 Meals in Adult Day Health Care Programs, Adult Day Programs and Elderly Housing FacilitiesArea Plan8/26/2016
PM 10-19(P)Senior Community Service Employment Program. Durational Limits and Transition Planning PolicyTitle V/SCSEP8/25/2010
PM 10-09(P) Nutrition Services Incentive Program Allocation Methodology ClarificationArea Plan4/8/2010
PM 07-18(P)Protection of Information Assets Area Plan10/9/2007
PM 07-16(P)Access to Programs, Services and Activities - Persons with DisabilitiesArea Plan8/28/2007
PM 07-02(P)Transportation CoordinationArea Plan3/9/2007
PM 04-10 (P)Older Americans Act Minimum Funding Requirements for the Long-Term Care Ombudsman ProgramOmbudsman5/13/2004
PM 01-10 (P)Family Caregiver Support Program (Title III E ) 2001/02 Planning Estimates (PE), Fiscal Reporting, and Program GuidelinesArea Plan7/3/2001
PM 14-01(P)Nutrition - Golden Advantage Nutrition Program: Using CalFresh Benefits in the Older Americans Act, Title IIIC Elderly Nutrition ProgramArea Plan1/16/2014
PM 18-05Title V/Senior Community Service Employment Program Contract (TV-1819) Budget and Reporting InformationTitle V/SCSEP4/5/2018
PM 18-03Financial Alignment Contract F2-1718 Closeout Reporting InstructionsFinancial Alignment3/23/2018
PM 18-04Area Plan Contract (AP-1819) Budget and Reporting InformationArea Plan4/2/2018
PM 18-02Supplemental Nutrition Assistance Program- Education Contract SP-1718, Amendment 1 Budget and Reporting InformationSNAP-Ed2/15/2018
PM 17-13Health Insurance Counseling and Advocacy Program Contract (HI-1718) Amendment # 1 Budget and Reporting InformationHICAP12/28/2017
PM 17-12Medicare Improvements for Patients and Providers Act Contract (MI-1718) Budget and Reporting InformationMIPPA12/22/2017
PM 17-11Area Plan Update Guidance for the State Fiscal Year 2018-19Area Plan12/15/2017
PM 17-10Financial Alignment Contract (F2-1718) Budget and Reporting InformationFinancial Alignment12/1/2017
PM 18-01Financial Alignment Contract FA-1718 Budget and Reporting InformationFinancial Alignment2/9/2018
PM 18-06Title V/SCSEP Contract TV-1718 Closeout Reporting InstructionsTitle V/SCSEP5/1/2018
PM 06-19(P)Memorandum of Understanding Between the California Department of Aging and the California Department of Social ServicesN/A 9/6/2006
PM 06-18(P)Status and Use of Targeted Case Management FundsCBSP & Linkages8/8/2006
PM 18-07Area Plan Contract AP-1718 Closeout Reporting InstructionsArea Plan5/1/2018
PM 18-08Supplemental Nutrition Assistance Program- Education Contract SP-1819 Budget and Reporting InformationSNAP-Ed6/29/2018
PM 18-09Medicare Improvements for Patients and Providers Act Contract (MI-1819) Budget and Reporting InformationMIPPA8/20/2018
PM 18-10Title V/Senior Community Service Employment Program Contract (TV-1819), Amendment 1 Budget and Reporting InformationTitle V/SCSEP8/30/2018
PM 18-12Medicare Improvements for Patients and Providers Act Contract MI-1718 Closeout Reporting InstructionsMIPPA9/27/2018
PM 18-13Area Plan Contract AP-1819 Amendment 1 Budget and Reporting InformationArea Plan9/27/2018
PM 18-14Area Plan Update Guidance for the State Fiscal Year 2019-20Accounting11/5/2018
PM 18-11Supplemental Nutrition Assistance Program Education Contract SP-1718 Closeout Reporting InstructionsSNAP-Ed9/5/2018
PM 16-06(P)Guidance for Area Agencies on Aging on Area Plan Service Units for State and Federal Performance MeasuresHICAP5/10/2016
PM 19-01SNAP-Ed Contract SNAP-Ed Amendment 1 Budget and Reporting InformationSNAP-Ed1/11/2019
PM 19-03Title V/Senior Community Service Employment Program Contract (TV-1920) Budget and Reporting InformationTitle V/SCSEP3/29/2019
PM 19-04Medicare Improvements for Patients and Providers Act Contract (MI-1819) Budget and Reporting Information Amendment 1MIPPA4/25/2019
PM 19-05CalFresh Expansion Program Contract CF 1920 Budget and Reporting InformationCalFresh7/2/2019
PM 19-06Supplemental Nutrition Assistance ProgramEducation Contract SP-1920 Budget and Reporting Information SNAP-Ed7/19/2019
PM 13-04PM 13-04 Attachment Ombudsman Designation Standards for Approved OrganizationsOmbudsman5/24/2013
PM 16 -02PM 16-02 Area Plan Guidance Attachment Part IArea Plan1/27/2016
PM 16 - 02PM 16-02 Area Plan Guidance Attachment Part IIArea Plan1/27/2016
PM 14-15PM 14-15 Attachment 1Title V/SCSEP12/18/2014
PM 14-10PM 14-10 Attachment 1SNAP-Ed6/13/2014
PM 14-10PM 14-10 Attachment 1ASNAP-Ed6/13/2014
PM 14-10PM 14-10 Attachment 2SNAP-Ed6/13/2014
PM 14-10PM 14-10 Attachment 3SNAP-Ed6/13/2014
PM 14-10PM 14-10 Attachment 3ASNAP-Ed6/13/2014
PM 14-01PM 14-01 Attachment 1Area Plan1/16/2014
PM 14-01PM 14-01 Attachment 2Area Plan1/16/2014
PM 13-10PM 13-10 Sample Annual Data Error ReportArea Plan2/5/2013
PM 13-08PM 13-08 Attachment 1Area Plan7/2/2013
PM 12-17PM 12-17 Attachment 1 Menu Planning Guidance 1Area Plan12/11/2012
PM 12-17PM 12-17 Attachment 2 Meal Component Pattern 2Area Plan12/11/2012
PM 19-07Area Plan Contract AP-1920 Amendment 1 Budget and Reporting InformationArea Plan9/18/2019
PM 19-08HICAP - Guidance for ACL’s Volunteer Risk and Program Management policy on national-level criminal record checks and attachmentsHealth Insurance Counseling and Advocacy Program 11/12/2019
PM 19-09Health Insurance Counseling & Advocacy Program Contract (HI-1718) Amendment #3 Budget and Reporting InformationProgram Fiscal, Data and Planning Team11/8/2019
Due Date Program Action Resource Responsibility
12/31/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
12/31/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
12/31/2019 Area Plan Submit all documents required to execute curent fiscal year contract amendment No Resource Required Subcontractor
12/31/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
01/25/2020 Title V/SCSEP Project Quarterly Narrative Progress Report (PY18 2nd Quarter of previous year) Due to CDA No Resource Required Subcontractor
01/31/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
01/31/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
01/31/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
02/29/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
02/29/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
02/29/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor

Due Date Program Action Resource Responsibility
09/30/2019 Area Plan Release contract amendment for current fiscal year No Resource Required CDA
09/30/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
09/30/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
09/30/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
10/01/2019 SNAP-Ed Submit all documents required to execute contract for upcoming fiscal year No Resource Required Subcontractor
10/25/2019 Title V/SCSEP Project Quarterly Narrative Progress Report (1st Quarter of current Year) Due to CDA No Resource Required Subcontractor
10/31/2019 Area Plan Submit budget to execute current fiscal year contract amendment No Resource Required Subcontractor
10/31/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
10/31/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
10/31/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
11/30/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
11/30/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
11/30/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor

What is a Security Incident?

A security incident is defined as an occurrence involving a CDA authorized user that actually or potentially jeopardizes the confidentiality, integrity, or availability of an information system or the information the system processes, stores, or transmits or that constitutes a violation or imminent threat of violation of security policies, security procedures or acceptable use policies.

Examples of security incidents include, but are not limited to:

  • Stolen items such as a laptop; thumb drives, backpack containing work-related files
  • Faxing client’s information to an unintended recipient

View our Information Security Definitions for an explanation of terms used in Information Security.

Reporting a Security Incident

For step-by-step instructions on how to report a security incident, visit our Security Incident Reporting Procedures page. The forms identified in the step-by-step instructions can be found below.

For information on contractors and their subcontractors, view our note regarding CDA Contractors and their Subcontractors.

Information Security Forms

Form NumberTitleIssue Date
CDA 1025aSecurity Incident Report Part A10/17/2019
CDA 1024Information Integrity and Security Statement11/15/2019
CDA 9009Authorization for Use/Disclosure of Health Information12/6/2019

Information Integrity and Security Statement

All CDA authorized users shall sign and return a Information Integrity and Security Statement (CDA 1024) to ensure the authorized user is aware of, and agrees to comply with, its obligations to protect CDA information assets from unauthorized access and disclosure, prior to contract execution.

Privacy & Information Security Awareness Training

Complete the California Department of Aging Privacy and Information Security Awareness Training for Authorized Users module within the following timeframes:

  • Within 30 days of the start date of the Contract/Agreement
  • Within 30 days of the start date of any new employee, Subcontractor, or volunteer

Contractors must maintain Certificates of Completion on file and provide them to CDA upon request

California Aging Reporting System (CARS)

CARS Application Logo

The California Aging Reporting System (CARS) is a client-level database, web-based system that was instituted by the California Department of Aging (CDA) on July 2008 to meet the U.S. Administration on Aging (AoA) and California State Legislature reporting requirements for submission of performance data on programs and services. Area Agencies on Aging (AAAs) submitted data files that pass automated validations are imported in the CARS system where the data is reviewed by each AAA and CDA for accuracy and certification. Data collection is important to improve the aging and Long-Term Care services planning process, measure federal Older Americans Act (OAA) and Older Californians Act (OCA) programs, and to perform program accountability and auditing.

Frequently Asked Questions

  • Funding

    Question

    Should AAAs spend State funds first, then the Federal funds?

    Answer

    In an effort to maintain consistent service levels, it is CDA’s expectation that each AAA spends all funds (State and Federal) available as allocated to each State Fiscal Year (SFY) and proportionately based on match requirements for the services provided.

    However, for the HICAP grant only, since the HICAP Federal Grant does not require a State match and since it is now awarded for a three year period ending March 31, 2020, it allows the AAAs some flexibility in managing the funds. State funds are only available within the SFY and expenditures must be recorded by June 30 for each year’s appropriation. Unspent Federal funds may be carried over into the following SFY. Therefore, CDA is not instructing AAAs to spend State funds first, but rather to ensure that all State funds are expended prior to June 30 to maximize service levels. AAAs should be mindful that carryover of Federal funds from year-to-year should be minimal and not routine given service levels should be maintained as outlined in the initial allocation. Also, Federal funding from year-to-year is never a guarantee since the allocation provided in the budget display is what is anticipated at the point-in-time and could change due to subsequent enacted budgets.

  • Information Security

    Question

    What type of encryption is required and for what devices?

    Answer

    Any 128 bit encryption software will meet the encryption requirements. AAAs would need to ensure compliance with this requirement for any devices that access, transmit, or store data related to the services provided through the contract with CDA.

    Question

    Are AAAs responsible for ensuring that their subcontractors meet the encryption requirements and how can AAAs verify that their subcontractors meet the requirements?

    Answer

    Yes, AAAs who subcontract services are still contractually responsible for ensuring compliance with encryption requirements, which can be met through a Self-Certification process. The Self-Certifications do not need to be sent to CDA, as these would be verified at the time that the AAA is monitored by CDA.

    Question

    Who is required to complete the security awareness training and how do AAAs verify completion of the security awareness training?

    Answer

    The Information Security Awareness Training is required for all employees and volunteers who provide services related to any of the CDA contracts. This includes, but is not limited to: AAA employees; subcontractor employees; vendor employees; volunteers; etc.

    The certificates of completion will need to be printed out but do not need to be sent to CDA, as these would be verified when CDA monitors the AAA.

2016-20 Area Plan Update Guidance and Requirements

Health Insurance Counseling and Advocacy Program (HICAP): Annual Performance Measures

Needs Assessment

Attachments in rich text format:

Attachments in Adobe portable document format:

Resources

Tools

AAA Payment Approval Checklist

Asset Management Documents

Area Plan Documents

CalFresh Expansion Documents

Financial Alignment Documents

HICAP Documents

MIPPA Documents

SNAP-Ed Documents

Title V Documents

Reporting Period Due Date * 30 Day Prep
1st Quarter July 1 - Sept 30 Oct 31
2nd Quarter Oct 1 - December 31 Jan 31
3rd Quarter an 1 - March 31 April 30
4th Quarter April 1 - June 30 July 31
Annual July 1 – June 30 August 30

* These due dates include a 30-day preparation time from the end of the quarter or reporting period.

The following links are for “paper” program reporting. Reporting forms are submitted quarterly only. Please submit reports by one method only (US mail, fax to (916) 928-2510, or e-mail to DataTeam.Reports@aging.ca.gov).