IST Training - cysmis.files.cyscopa.com

Presented by Jennifer Santana, Craig Zemke

Six Steps

Successful

InCOPA

CYS Annual Fiscal Conference

March 17th-19th, 2008

IST Training


• Two ways to find your child:– Conduct a Child Search– Conduct a family search

Searching for your families and enrolled children


Located in the Enrollment Section in COPAChild and Family Social Security Number should be added in COPA, Unless

1) Parent/child does not have one or

2) Refusal

Do not forget to include this

Agency Name and Site will follow the child throughout the entire process-Please keep this in mind

Step 1-Family Application-


Step 1- Family Application- Cont’d

Note: your family size must equal the total family members


Agency are to check off “No income” only if the family is not receiving income. This should not be checked as a way to speed up the process.

Not Every Not Every income is income is employmentemployment



Employment and Training InformationEmployment and Training Information



• If the system tells you the family file is already in COPA contact CYS before going any further.

WARNING: Another record with the same Social Security Number is already in the system. This record belongs to Agency: CYS, Site: Blue North. If you have made an error, use your browser's BACK button to return to the previous screen. Otherwise, please contact your COPA Administrator.

If this happened after submitting family or child information, an enrollment request form must be emailed to Jennifer Santana, or at last resort faxed•Faxed to 312-743-0400•Emailed to [email protected]

•Or agency may contact

mailto:[email protected]


Birth DateBirth Date


Remember to Identify which type of application you are submittingRemember to Identify which type of application you are submitting

Application TypeApplication Type


Childcare hours must reflect parent employment/training scheduleChildcare hours must reflect parent employment/training schedule


This includes collaboration childrenIf the family is in need for full year or full day-Indicate it on the child program information


• Policy 01.03.02-EmploymentChildcare hours must be reasonably related to the hours the parent is at work or school



Or agency may contact

What next???

mailto:[email protected]


CYS ONLYTransferring children to already existing family files.


What needs to be done on the waiting list

• Confirm family/child income status• Confirm changes in program model and

option and that they are consistent to one another. This includes site locations

• Confirm General Information is Accurate-Ex. Social security number, birth date, parent name, parent birth date, etc.

Step 3- Waiting List


• If a child is considered “Over Income” for HS, yet qualifies for Childcare Services,

COPA will not allow the child to be removed from the waiting list.

Step 3- Waiting List- Cont’d

If this happens, fax a handwritten HSEV form with proof of income to Craig Zemke at 312-743-0400.

Over Income Cases


Family Members

This = This



Step 3- Waiting List MovementRemember to select agency/site information prior to moving the child from the waiting list

Eligibility date must be updated to proceed with enrollment

To move child, Click on “Accept Eligible Children”


Hidden Filter!!!

Once you have picked an agency/site/classroom to enroll the child, Click on “Enroll.” COPA will move the child from the eligible/accepted list to the classroom.


Finally Enrolled!!!!!


You must enroll the family to receive services, COPA will not enroll/discontinue services, you must do this manually.

Before printing your 3455…

Step 5- Editing your child/family file after enrollment


You must add all family and household members

Note: When adding a family member you must select what type of family relation. If you do not check this section, family members will not be added onto the 3455.


Step 5- Editing your child/family file after enrollment Cont’d


Members Section Income

Step 5 - Editing your child/family file after enrollment Cont’d

Add income in Add income in members sectionmembers section and and Family Income SectionFamily Income Section


• Primary Caregiver + Secondary Caregiver + Enrolled children + family members section = # in Family.

Simple Math!!!

***What is the one exception where this ***What is the one exception where this may not be true?may not be true?



Answer- Foster Cases

• Child is considered “Primary Caregiver” and the family # is 1.

• Foster parent goes under family members section

***What is the one exception ***What is the one exception where this may not be true?where this may not be true?


Special CasesSpecial cases are approved by Camille Harmon and Annette Rallins- Once cases are approved the type of case will be displayed on your 3455.


Step 6- Print your 3455


Step 6- Print your 3455 Cont’d


Make all needed changes before worrying!!!

If the system tells you that the activity number related to child’s program model and option is missing contact


Or call the help desk


Attendance after enrollmentClicking on the pencil will allow you to take and modify attendance

Confirm accurate dates..


Attendance after enrollment

Non-Scheduled Day

Non-Class Day

Holiday



Remember to identify absentee reason as excused or unexcused, along with form of follow up and any comments needed


TEN DAY WINDOW!!!• Remember you have

ten days to take attendance

• Attendance for more than ten days old will not be accessible.


Each time a child changes from one program model to another, the child must be terminated and wait listed with the new program model.

1. Family Application

3. Waiting List

6. Print your 3455

5. Editing your child/family file after enrollment

1

Presented by Jennifer Santana, Craig Zemke 1

Six Steps

Successful

InCOPA

CYS Annual Fiscal Conference

March 17th-19th, 2008

IST Training


• Two ways to find your child:– Conduct a Child Search– Conduct a family search

Searching for your families and enrolled children

3


Located in the Enrollment Section in COPAChild and Family Social Security Number should be added in COPA, Unless

1) Parent/child does not have one or

2) Refusal

Do not forget to include this

Agency Name and Site will follow the child throughout the entire process-Please keep this in mind

Step 1-Family Application-



Note: your family size must equal the total family members


Agency are to check off “No income” only if the family is not receiving income. This should not be checked as a way to speed up the process.

Not Every Not Every income is income is employmentemployment



Employment and Training InformationEmployment and Training Information



• If the system tells you the family file is already in COPA contact CYS before going any further.

WARNING: Another record with the same Social Security Number is already in the system. This record belongs to Agency: CYS, Site: Blue North. If you have made an error, use your browser's BACK button to return to the previous screen. Otherwise, please contact your COPA Administrator.


•Or agency may contact


Birth DateBirth Date


Remember to Identify which type of application you are submittingRemember to Identify which type of application you are submitting

Application TypeApplication Type


Childcare hours must reflect parent employment/training scheduleChildcare hours must reflect parent employment/training schedule


This includes collaboration childrenIf the family is in need for full year or full day-Indicate it on the child program information


• Policy 01.03.02-EmploymentChildcare hours must be reasonably related to the hours the parent is at work or school



Or agency may contact

What next???


CYS ONLYTransferring children to already existing family files.


What needs to be done on the waiting list

• Confirm family/child income status• Confirm changes in program model and

option and that they are consistent to one another. This includes site locations

• Confirm General Information is Accurate-Ex. Social security number, birth date, parent name, parent birth date, etc.

Step 3- Waiting List


• If a child is considered “Over Income” for HS, yet qualifies for Childcare Services,

COPA will not allow the child to be removed from the waiting list.


If this happens, fax a handwritten HSEV form with proof of income to Craig Zemke at 312-743-0400.

Over Income Cases


Family Members

This = This



Step 3- Waiting List MovementRemember to select agency/site information prior to moving the child from the waiting list

Eligibility date must be updated to proceed with enrollment

To move child, Click on “Accept Eligible Children”


Hidden Filter!!!

Once you have picked an agency/site/classroom to enroll the child, Click on “Enroll.” COPA will move the child from the eligible/accepted list to the classroom.


Finally Enrolled!!!!!


You must enroll the family to receive services, COPA will not enroll/discontinue services, you must do this manually.


Step 5- Editing your child/family file after enrollment


You must add all family and household members

Note: When adding a family member you must select what type of family relation. If you do not check this section, family members will not be added onto the 3455.


Step 5- Editing your child/family file after enrollment Cont’d


Members Section Income


Add income in Add income in members sectionmembers section and and Family Income SectionFamily Income Section


• Primary Caregiver + Secondary Caregiver + Enrolled children + family members section = # in Family.

Simple Math!!!

***What is the one exception where this ***What is the one exception where this may not be true?may not be true?



Answer- Foster Cases

• Child is considered “Primary Caregiver” and the family # is 1.

• Foster parent goes under family members section

***What is the one exception ***What is the one exception where this may not be true?where this may not be true?


Special CasesSpecial cases are approved by Camille Harmon and Annette Rallins- Once cases are approved the type of case will be displayed on your 3455.


Step 6- Print your 3455


Make all needed changes before worrying!!!

If the system tells you that the activity number related to child’s program model and option is missing contact


Or call the help desk


Attendance after enrollmentClicking on the pencil will allow you to take and modify attendance

Confirm accurate dates..



Non-Scheduled Day

Non-Class Day

Holiday



Remember to identify absentee reason as excused or unexcused, along with form of follow up and any comments needed


TEN DAY WINDOW!!!• Remember you have

ten days to take attendance

• Attendance for more than ten days old will not be accessible.


Each time a child changes from one program model to another, the child must be terminated and wait listed with the new program model.

1. Family Application

3. Waiting List

6. Print your 3455

5. Editing your child/family file after enrollment

IST Training - cysmis.files.cyscopa.com

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