9-30-09

When You Cannot Enroll a Child on aSpecified Day…

Thereare 3 conditions under whicha child cannot be enrolled on the specified day:

  • The day is not in the Current School year. This can occur for4 reasons:
  • In SuperAdmin > Days of Operations Settings, the day is marked as a holiday.
  • In the ADMIN Tab > Agency > Site- Edit Class> Class Profile, the day is marked as a day off.
  • In the AGENCY Tab > Agency > Site > Class -Attendance, the day might be set as a holiday or other non-class day.
  • In the ADMIN Tab > Universal Class Start/End Update page, the day is not within the classes scheduled range.
  • The desired enrollment day is a future date. To use a future date, children have to be Pre-Enrolled.
  • The database is outside the school year.
  • For example, in SuperAdmin > School Year Settings, if a school year ends on 8-20-2009 and the next begins 8-25- 2009, and today is 8-24-2009, children cannot be enrolled, moved from the Waitlist to the Accepted list, Terminates, or Archived.

Tips - Did you know….?

The Differences Between Report 232 and 232b

  • 232-Enrollment/Waiting List Statistics Report: The difference between this report and 232b is that 232b - Enrollment Activity Report counts children with an activity date falling ON the date range. This report shows kids who have the given enrollment status of Enrolled, Waitlisted or Terminated during the duration of the specified dates. A child will show up on this report under the given status if, for even ONE day of the specified period, her/his enrollment status matches it.
  • 232b-Enrollment Activity Report counts children with an activity date falling WITHIN the date range. This report shows kids who have the given status (Enrolled, Waitlisted or Terminated)ON a date specified inrange.

For further details and examples, please see the Help files of these reports.

What if the attendance numbers are way too low for our first month of school?

In Report 201 – Monthly Attendance Report, check the “Restrict to Current School Year” box to eliminate the initial non-class days.

9-08-2009

How to Do Post-Rollover Procedures

Once your Rollover is finished, please attend to the following.

  • Child and Family Assessment schedules are reset by COPA, based on the settings defined under SuperAdmin assessment settings.
  • The Eligibility Waiting and Eligible/Accepted lists are updated.
  • On the Child Next Year Preparation List > Recertify: These children become Waitlisted
  • On the Child Next Year Preparation List > Returning: These children become Eligible/Accepted.
  • All existing children on these lists marked as "Applicant For Next Year" will be updated to "Current Year".
  • Services for families marked as NOT Receiving Services in the Family Next Year Preparation List will be discontinued.
  • Families marked as Pregnant in their Family Data Sheets > Primary Caregiver Enrollment Information section will be on the new year’s PIR.

The Post-Rollover Procedures from the ADMIN Tab > Rollover Process document:

  1. Check your data (page 15).
  2. Unblock your database (page 15).
  3. Update classes’ new Start and End Dates (page 16).
  4. Set your holidays via the SuperAdmin > Days of Operations Settings.
  5. Update Poverty Guidelines and Rates: (page 17)
  • Eligibility Points Criteria.
  • CACFP income guidelines, if applicable

Tips - Did you know …??

In SuperAdmin > Days of Operation Settings, you can set future non-operational days such as holidays.This way, COPA automatically marks those days as non-attendance days. You don’t have to manually enter holidays for each class.

Also, you can set sites that have start and ends days that are different than your database start and end dates. For example, a database has a school year dates of 09-01-2009 – 08-31-2010. You can set the start and end dates for one of the sites as 09-14-2009 – 06-16-2010. To do this, on the main Days of Operation Settings page, select the Agency and Site, and enter the start date as 09-14-2009, and the end date as 06-16-2010. You will get a message informing you that this will affect attendance records. Click OK.

How do I find children who are Overincome up to 130% of the Poverty Guidelines?

Report 302 - Demographic Information Report will show you their eligibility information at various stages, such as at eligibility, and as it is currently.

  • The information for their income at eligibility comes from their Data sheet > Eligibility Snapshot. You can edit their Snapshots to change this, if need be.
  • For more information, please see the Help file in the upper right-hand corner of Report 302. It includes information on the calculations pertaining to income status.

How do I set a Non-class Day for a single child only?

COPA allows you to select non-class days for individual children. There are two steps to this:

  1. Turn this feature on in SuperAdmin > Activation & Mandatory Controls - Activate Hours per Day Detail Information. Quick tip: To find this option quickly, use the keyboard shortcut “Control F” (find) and enter “hours”, and click OK.
  2. Next, in the child’s Data Sheet > Program Information section – Edit, the days of the week will appear. The default is all days of the week, including Saturday will be selected. DE-select the day(s) the child will not be in class.

This has the affect of, in the Agency > Site > Class – Attendance, all the days de-selected in the child’s Program Info section will automatically be marked as a non-class day for him/her.

August 31, 2009

Changing School Year End Dates

In SuperAdmin > School Year Settings, the “Edit” link is only for your PIR cut-off dates.

The School Year Start and End dates can be changed by us, if you submit a support ticket requesting the new dates. Please note that no-year gaps are no longer allowed. For more information on no-year gaps, please see the Rollover Process document on the Admin Tab. This document is regularly updated.

Requesting a change in school year start and end dates is different than requesting Rollover, although the two can go together.

To Start Services/Archive Families

In ADMIN Tab > Start Services/Archive Families, you can either archive desired families, or start services on specified dates for other families.

Note that this page can be filtered by enrolling agency and site, family advocate, and it can display up to 500 records per page.

A single date can be applied to all families, to make processing them easier. Even with a date applied to them, a family will not be processed unless the box in front of their name is checked.

To Archive Families:

Note that only families with no active children can be archived. This means their children will already be archived. Waitlisted and Ineligible/Terminated children are considered active in the system.

Check the box in front of their names on the left-hand side.

Set the desired dates for the archive

Scroll to the bottom of the page, and click the ARCHIVE FAMILIES WITH NO ACTIVE CHILDREN button.

To Start Services for Families

  1. Check the box in front of their names on the left-hand side.
  2. Set the desired dates for services to start.
  3. Scroll to the bottom of the page, and click the START SERVICES button.

If services are accidentally started for a family, go to their family data sheet to make the correction in their Enrollment Information Section.

Adding Case Workers

In COPA, case workers are given a user profile with the job of “Family Advocate” or “Child Advocate”. These will be mapped to staff whose positions in their HR > Staff Profile – Employment Info section is “Family Worker” or something similar.

To create Family/Child Advocate User Profiles:

  1. Go to ADMIN Tab > ADD USER Tab, and fill in the information. Be sure of the following:
  • Neither the user name nor the password is the same as that of a staff member’s other user profile(s).
  • The password has at least 6 characters, with a mix of numbers and letters.
  • Include a phone number where COPA staff can reach the user.
  1. Set the agency, site and class the user as a case worker will have access to.
  2. Set the “Job” to either “Family Advocate” or “Child Advocate “.

Accessing previous year's data to procedure reports?

COPA is a real-time continuous data base, and multiple years of data exist in COPA simultaneously.

Many reports contain "Actually Enrolled" filtering that allows users to access previous years' data.

There are also specific export report such as " 904-Download Child Assessment Report " or "910-Download Monthly Attendance Report" which provides specific information for multiple years.
Only reports such as PIR, which contains data that is statically changed, are reset every year and that's why we provide ability for the users to save a PDF copy of their PIR prior to rollover.