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    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 122Area Plan BudgetProgram Fiscal 3/15/2018
    CDA 45Agency Contacts Designation FormCBSS4/4/2019
    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 14-14(P)Ombudsman - Model Monitoring Tool for Long-Term Care Ombudsman ProgramsOmbudsman10/7/2014
    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 14-07(P)HICAP HICAP Required Reporting ChangesHICAP3/27/2014
    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 OrganizationsAccounting3/24/2013
    PM 13-03(P)Area Plan - HICAP Guidance for Area Agencies on Aging on Area Plan Service Units for New Federal Performance Measures and BenchmarksHICAP4/8/2013
    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 12-05(P)Background Clearance Procedures and FormsOmbudsman4/12/2012
    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 02-21 (P)Update to HICAP Program Manual, Section 106HICAP10/4/2002
    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 09-02(P)Health Insurance Counseling Advocacy Program - Guidance for Area Agencies on Aging on Area Plan Service Units for New Federal Performance Measures andHICAP3/17/2009
    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 18-15Health Insurance Counseling and Advocacy Program Contract (HI-1718) Amendment #2 Budget and Reporting InformationHICAP11/16/2018
    PM 19-01SNAP-Ed Contract SNAP-Ed Amendment 1 Budget and Reporting InformationSNAP-Ed1/11/2019
    PM 19-02Area Plan Contract (AP-1920) Budget and Reporting InformationArea Plan3/29/2019
    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
    Due Date Program Action Resource Responsibility
    Jul/25/2019 Title V/SCSEP Project Quarterly Narrative Progress Report (PY18 4th Quarter of previous year) Due to CDA No Resource Required Subcontractor
    Jul/31/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    Jul/31/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    Jul/31/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    Aug/31/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    Aug/31/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    Aug/31/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    Sep/30/2019 Area Plan Release contract amendment for current fiscal year No Resource Required CDA
    Sep/30/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    Sep/30/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    Sep/30/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    Oct/01/2019 SNAP-Ed Submit all documents required to execute contract for upcoming fiscal year No Resource Required Subcontractor

    Due Date Program Action Resource Responsibility
    04/30/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    04/30/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    04/30/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    05/01/2019 Area Plan Submit Area Plan or Area Plan Update No Resource Required Subcontractor
    05/01/2019 Area Plan Submit budget to execute upcoming fiscal year contract No Resource Required Subcontractor
    05/01/2019 Title V/SCSEP Submit budget to execute upcoming fiscal year contract No Resource Required Subcontractor
    05/31/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    05/31/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    05/31/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    06/30/2019 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
    06/30/2019 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
    06/30/2019 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
    07/01/2019 Area Plan Submit all documents required to execute contract for upcoming fiscal year No Resource Required Subcontractor
    07/01/2019 SNAP-Ed Release contract for upcoming fiscal year No Resource Required CDA
    07/01/2019 Title V/SCSEP Submit all documents required to execute contract for upcoming fiscal year 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

    Information Integrity and Security Statement

    Information Integrity and Security Statement (CDA 1024) PDF File

    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).